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April 10, 2019REQUEST FOR PROPOSALCONTACT CENTER SOLUTIONRFP 341905DUE: 3:00 P.M., MST, 05/16/19Time and Date of Pre-Proposal Conference3:00 P.M., MST, 04/23/19Deadline for Inquiries3:00 P.M., MST, 05/06/19Time and Date Set for Closing3:00 P.M., MST, 05/16/19
TABLE OF CONTENTSTITLEPAGESECTION I – REQUEST FOR PROPOSAL . 3SECTION II – PURPOSE OF THE RFP. 4SECTION III – PRE-PROPOSAL CONFERENCE . 6SECTION IV – INSTRUCTIONS TO PROPOSERS. 7SECTION V – SPECIFICATIONS/SCOPE OF WORK . 12SECTION VI – GREEN PURCHASING REQUIREMENTS/SPECIFICATIONS . 21SECTION VII – PROPOSER QUALIFICATIONS . 22SECTION VIII – EVALUATION CRITERIA . 24SECTION IX – PRICING SCHEDULE . 25PLEASE SEE EXHIBIT C - PRICING SCHEDULE ATTACHED. . 25SECTION X – FORM OF PROPOSAL/SPECIAL INSTRUCTIONS . 26SECTION XI – PROPOSER INQUIRY FORM . 27SECTION XII – AGREEMENT - TERMS & CONDITIONS . 28SECTION XIII – MANDATORY CERTIFICATIONS . 51SECTION XIV - SECURITY REVIEW . 60SECTION XIV – SECURITY ARCHITECTURE DIAGRAM (REFERENCE DOCUMENT#2) . 79APPENDIX 1 - RFP CHECKLIST/COVER PAGE . 832Revision Feb. 12, 2019
SECTION I – REQUEST FOR PROPOSALRFP 341905Arizona State University is requesting sealed proposals from qualified firms or individualsfor Contact Center Solution.Proposals are to be addressed and delivered to the receptionist area, first floor, UniversityServices Building, Purchasing and Business Services, Arizona State University, 1551 S.Rural Road, (located on the east side of Rural Road between Apache Boulevard andBroadway Road) Tempe, Arizona 85281 on or before 3:00 P.M., MST, May 16, 2019.No proposal will be accepted after this time. PROPOSALS MUST BE IN A MARKEDSEALED CONTAINER (i.e., envelope, box):Name of ProposerTitle of ProposalRFP NumberBuyer’s Name (Lorenzo Espinoza)Date and Time Proposal is DueNo telephone, electronic or facsimile proposals will be considered. Proposals receivedafter the time and date set for closing, will be returned to the proposer unopened.A representative of Purchasing and Business Services will announce publicly the namesof those firms or individuals submitting proposals. No other public disclosure will be madeuntil after award of the contract.Arizona State University’s Overnight Delivery (FedEx, Airborne, and UPS) address is:Purchasing and Business ServicesUniversity Services BuildingArizona State University1551 S. Rural RdTempe, AZ 85281Arizona State University’s U.S. Postal Service Mail address is:Purchasing and Business ServicesArizona State UniversityP.O. Box 875212Tempe, AZ 85287-5212ARIZONA STATE UNIVERSITYLorenzo Espinoza, Senior BuyerLE/AP3Revision Feb. 12, 2019
SECTION II – PURPOSE OF THE RFP1.INTENTThe Arizona Board of Regents (ABOR), on behalf of Arizona State University(ASU), is seeking proposals from firms with extensive experience in highereducation to furnish the University with a comprehensive contact center solution(CCS) as described in the scope of work. ASU is seeking a cloud hosted omnichannel Contact Center Solution (CCS) to provide better insights and data for theuniversity to use to improve services, processes and get an “in the moment” viewof sentiment across the university community. ASU expects a solution that hasthe opportunity to collect detailed data at every possible point of contact betweenour ASU community and the ASU Contact Center, be that by phone call, chat,social media interactions and communication platforms yet to come. ASUimagines the power of leveraging this data for its students and customers, andthe ability to have a complete word for word record of an interaction to thenanalyze. The power of this can be as simple as an executive dashboard thatshows the live sentiment broken down by key university service areas to beingable to provide deeper insights into friction points between our students and theservices they count on for success in their life long journey of learning.The power of the data that ASU envisions can go even deeper, becoming theintelligence to feed advanced machine learning technologies and drive artificialintelligence systems such as chatbots (a.k.a. natural language auto-responsesystem) and voice enabled assistants. ASU has a rare opportunity now to investin a system that can be the foundational intelligence gathering system that feedsand drives other innovative solutions to enhance the experience of service andstudent engagement across the institution. ASU wants this to be the contactcenter solution that all departments will want to leverage and take advantage of,and to be the foundation of the intelligent university, that uses actual “in themoment” student voice data to launch ASU into the next decade of innovationand to jump the curve in the collection and use of data to get there.This will be an investment in the future of Arizona State University and has thepotential to be the richest source of direct student experience data.2.BACKGROUND INFORMATIONASU’s University Technology Office (UTO) provides the highest qualitytechnology-based services and systems, in a cost-effective manner, to supportthe University's mission and goals as they apply to student learning, academicresearch and public service. In 2014, ASU implemented a Contact CenterSolution. Since the implementation of the present solution, technology haschanged, our ASU family’s expectations have grown and new opportunities in4Revision Feb. 12, 2019
data collection, analytics and artificial intelligence have surfaced. We are at aperfect intersection of time and technology advancements that we could turn theContact Center into a complete ASU Experience Center. The solution weimplement today will not just be the front door for all major ASU services but alsothe heart of data collection for the deepest understanding of our students,process friction points and overall ASU community sentiment.Arizona State University is a new model for American higher education, anunprecedented combination of academic excellence, entrepreneurial energy andbroad access. This New American University is a single, unified institutioncomprising four differentiated campuses positively impacting the economic,social, cultural and environmental health of the communities it serves. Itsresearch is inspired by real world application blurring the boundaries thattraditionally separate academic disciplines. ASU serves more than 98,000students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASUchampions intellectual and cultural diversity, and welcomes students from all fiftystates and more than one hundred nations across the globe.If you would like more information about ASU, please visit us athttp://www.asu.edu.3.TERM OF CONTRACTThe initial contract term will be for three (3) year(s) with the possibility of two (2)successive one (1) year renewals, for a total term not to exceed five (5) years.The contract will be available for use by other University departments during thisterm.The University may consider alternative contract term periods if it is deemedadvantageous to do so. If alternative contract terms are proposed, pleasespecify an alternate in the space provided. Note: Alternative terms cannot be inlieu of the term stated above.5Revision Feb. 12, 2019
SECTION III – PRE-PROPOSAL CONFERENCEA pre-proposal conference will be held online on Thursday, April 23, 2019 at 3:00P.M.via video conference.A pre-proposal conference will be held online on Thursday, April 23, 2019 at 3:00P.M.The purpose of this conference will be to clarify the contents of this Request forProposal in order to prevent any misunderstanding of the University's intention anddesires. Any doubt as to the requirements of this solicitation, or any apparent omissionor discrepancy should be presented to the University representative at this conference.The University representative will then determine the appropriate action. If necessary,the University representative will issue a written amendment to this Request forProposal. Oral statements or instructions shall not constitute an amendment to thisRequest for Proposal.You do not have to send a representative to this pre-proposal conference. However, ifyou decide to not send a representative, then we may not know of your intent toparticipate in this Request for Proposal. Further, we will assume that your failure toattend the pre-proposal conference is an indication that you expect us to review yourproposal as if you had taken advantage of the pre-proposal conference.To participate in the pre-proposal conference complete the following:1. Register by 5:00 p.m. on Monday, April 22, 2019, for the event by sending anemail of participants to include to Lorenzo.Espinoza@asu.edu. Include thefollowing information:a. First and Last Nameb. Companyc. Titled. Email addresse. Phone Number2. On the day of the conference registered users will be provided a passcode toenter the virtual room.Only registered users may enter the room, guest access is blocked.3. Once entered the conference audio information will be provided.6Revision Feb. 12, 2019
SECTION IV – INSTRUCTIONS TO PROPOSERS1.You must address and deliver your proposal to the receptionist area, first floor, UniversityServices Building, Purchasing and Business Services, Arizona State University, 1551 S. RuralRoad, Tempe, Arizona 85281, on or before the time and date set for closing. No proposalwill be accepted after this time. The University Services Building is located on the east sideof Rural Road between Apache Boulevard and Broadway Road. PROPOSALS MUST BE IN AMARKED SEALED CONTAINER (i.e., envelope, box):Name of ProposerTitle of ProposalRFP NumberBuyer’s Name (Lorenzo Espinoza)Date and Time Proposal is DueNo telephone, electronic or facsimile proposals will be considered. Proposals received afterthe time and date for closing will be returned to the proposer unopened.2.DIRECTIONS TO USB VISITOR PARKING. Purchasing and Business Services is in theUniversity Services Building (“USB”) 1551 S. Rural Road, Tempe, AZ, 85281 (located on theeast side of Rural between Broadway Ave and Apache Boulevard). A parking meter is locatednear the main entry to USB.All visitors to USB are required to check in at the USB Reception Desk to obtain a visitor’s badgeto wear while in the building. The receptionist will call to have you escorted to your meeting.3.Proposer should use recycled paper and double-sided copying for the production of all printedand photocopied proposal documents. Furthermore, the documents should be clearly markedto indicate that they are printed on recycled content (minimum 30% post-consumer waste paper).4.You may withdraw your proposal at any time prior to the time and date set for closing.5.No department, school, or office at the University has the authority to solicit or receive officialproposals other than Purchasing and Business Services. All solicitations are performed underthe direct supervision of the Chief Procurement Officer and in complete accordance withUniversity policies and procedures.6.The University reserves the right to conduct discussions with proposers, and to accept revisionsof proposals, and to negotiate price changes. During this discussion period, the University willnot disclose any information derived from proposals submitted, or from discussions with otherproposers. Once a contract is executed, the solicitation file, and the proposals contained therein,are in the public record and will be disclosed upon request.7.Proposers submitting proposals which meet the selection criteria and which are deemed to bethe most advantageous to the University may be requested to give an oral presentation to aselection committee. Purchasing and Business Services will do the scheduling of these oralpresentations.7Revision Feb. 12, 2019
8.The award shall be made to the responsible proposer whose proposal is determined to be themost advantageous to the University based on the evaluation factors set forth in this solicitation.Price, although a consideration, will not be the sole determining factor.9.If you are submitting any information you consider to be proprietary, you must place it in aseparate envelope and mark it "Proprietary Information". If the Chief Procurement Officerconcurs, this information will not be considered public information. The Chief ProcurementOfficer is the final authority as to the extent of material, which is considered proprietary orconfidential. Pricing information cannot be considered proprietary.10.The University is committed to the development of Small Business and Small DisadvantagedBusiness (“SB & SDB”) suppliers. If subcontracting (Tier 2 and higher) is necessary, proposer(Tier 1) will make every effort to use SB & SDB in the performance of any contract resulting fromthis proposal. A report may be required at each annual anniversary date and at the completionof the contract indicating the extent of SB & SDB participation. A description of the proposersexpected efforts to solicit SB & SDB participation should be enclosed with your proposal.11.Your proposal should be submitted in the format shown in Section X. Proposals in any otherformat will be considered informal and may be rejected. Conditional proposals will not beconsidered. An individual authorized to extend a formal proposal must sign all proposals.Proposals that are not signed may be rejected.12.The University reserves the right to reject any or all proposals or any part thereof, or to acceptany proposal, or any part thereof, or to withhold the award and to waive or decline to waiveirregularities in any proposal when it determines that it is in its best interest to do so. TheUniversity also reserves the right to hold all proposals for a period of one hundred twenty (120)days after the opening date and the right to accept a proposal not withdrawn before thescheduled proposal opening date.13.EXCEPTIONS: The Arizona State University contract terms and conditions are included in thisRequest for Proposal in Section XII. These terms and conditions will be incorporated into thecontract between the University and the successful proposer. Proposals that are contingentupon any changes to these mandatory contract terms and conditions may be deemednonresponsive and may be rejected. All exceptions must be submitted with justification andalternate language, and MUST be submitted with the proposal. In no event is a Proposer tosubmit its own standard contract terms and conditions as a response to this RFP.14.Unless specifically stated to the contrary, any manufacturer's names, trade names, brand namesor catalog numbers used in the specifications of this Request for Proposal are for the purposeof describing and/or establishing the quality, design and performance required. Any suchreference is not intended to limit or restrict an offer by any proposer and is included in order toadvise the potential proposer of the requirements for the University. Any offer, which proposeslike quality, design or performance, will be considered.15.Days:Calendar daysMay:Indicates something that is not mandatory but permissible/ desirable.Shall, Must, Will:Indicates mandatory requirement. Failure to meet these mandatoryrequirements will result in rejection of your proposal as non-responsive.8Revision Feb. 12, 2019
Should:Indicates something that is recommended but not mandatory. If theproposer fails to provide recommended information, the University may, atits sole option, ask the proposer to provide the information or evaluate theproposal without the information.16.Any person, firm, corporation or association submitting a proposal shall be deemed to have readand understood all the terms, conditions and requirements in the specifications/scope of work.17.All proposals and accompanying documentation will become the property of the University at thetime the proposals are opened. It will be the proposer’s responsibility to request thatsamples be returned to the proposer and provide a method for doing so at the expenseof the proposer. If a request is not received and a method of return is not provided, all samplesshall become the property of the University 45 days from the date of the award.18.All required performance and payment bonds shall be held by the University in a secure locationuntil the performance of the contract and the payment of all obligations rising there under havebeen 100% fulfilled. Upon completion of the project and all obligations being fulfilled, it shall bethe proposer’s responsibility to request the surety bonding company to submit to the Universitythe necessary documents to approve the release of the bonds. Until such time the bonds shallremain in full force and effect.19.The University of Arizona, Northern Arizona University, and Arizona State University are all stateuniversities governed by the Arizona Board of Regents. Unless reasonable objection is madein writing as part of your proposal to this Request for Proposal, the Board or either of theother two Universities may purchase goods and/or services from any contract resultingfrom this Request for Proposal.20.Arizona State University is a member of various co-operative organizations, in accordance withA.R.S. Sections 11-952 and 41-2632. Under these Cooperative Purchasing Agreements, theUniversity may share and distribute a contract resulting from a solicitation. In the absence of astatement to the contrary, the University will assume that you do wish to grant access to anycontract that may result from this Request for Proposal.21.Administrative Fee: Awarded Suppliers shall pay ASU an Administrative Fee in the amount of 1percent of the gross funds received by the Supplier from any of the Arizona Entities or any othersimilar entity in any other state. This fee will apply only to contracts entered into after the effectivedate of the signed contract. This fee will apply to any and all products and services sold by theSupplier that reference the signed contract as the supporting documentation to meet competitivebidding requirements. The Administrative Fee will be calculated based on all sales transactedunder the contract, minus all taxes and any returns or credits. The supplier will submit theAdministrative Fee, along with a quarterly usage report documenting all contract sales, to theASU Chief Procurement Office within thirty (30) days following the end of each calendar quarter.Each quarterly report at a minimum, shall disclose all purchased goods and services, pricespaid, and quantity, by individual purchasing agency, for all sales within the calendar quarter justended. The Supplier will upload to and make continuously available in the Central Repositorythe quarterly usage report.22.All formal inquiries or requests for significant or material clarification or interpretation, ornotification to the University of errors or omissions relating to this Request for Proposal must bedirected, in writing, to:9Revision Feb. 12, 2019
Lorenzo EspinozaPurchasing and Business ServicesUniversity Services BuildingArizona State UniversityPO Box 875212Tempe, AZ 85
SECTION I – REQUEST FOR PROPOSAL RFP 341905 Arizona State University is requesting sealed proposals from qualified firms or individuals for Contact Center Solution. Proposals are to be addressed and delivered to the receptionist area, first floor, University Services Building, Purchasing and Business Services, Arizona State University, 1551 S.
