University of Massachusetts Lowell

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1 University of Massachusetts Lowell BID REQUEST UMASS LOWELL EVENT AND TICKETING SOFTWARE BID NUMBER # Introduction The University of Massachusetts Lowell (UMASS LOWELL) invites bids for the procurement of a hosted solution for event registration for the Web Services Department. University Overview The University of Massachusetts Lowell is located in the historic industrial city of Lowell, 25 miles northwest of Boston; the campus spans more than 125 acres along the Merrimack River. More than 15,000 resident and commuter students of all backgrounds pursue Bachelor s, Master s, and Doctoral degrees as well as professional certificates in the arts, humanities and sciences; education; engineering; health and environment; and management. The University is a nationally ranked research university and has a faculty that continually generates new ideas. Nearly 68 percent of our funding is received from federal agencies and the rest primarily from industry. Bid Specifications Background UMass Lowell currently processes ecommerce transactions through CyberSource s Hosted Order Page (HOP) solution. On an as needed basis, Web Services creates custom HTML/.NET forms for University Advancement and other departments who require ecommerce enabled forms. These range from simple donation forms and registration-only events (no ticket sales) to complex conference forms with several events, options, and ticket prices. Key Success Indicators Flexibility and ability to fulfill UMass Lowell s requirements (below) Unlimited Seat License Integration with University s Business Processes Coexistence with University s Technical Environment Company Stability and Long-Term Viability PCI Compliant Interface with CyberSource

2 UMass Lowell Event and Ticketing Software Requirements General Event Properties o Schedule start and end times for events o Detailed reporting (e.g., attendees, conversion rate) o Issue refunds o Issue partial refunds o Confirmation (receipt and ticket details) o event organizer (optionally) o Custom banners/styles for each form o Repurpose events o UMass Lowell subdomain hosting (e.g., events.uml.edu) Ticket Properties o Multiple events on one form (e.g., commencement w/ optional dinner) o Discount codes o Limited availability discount codes (i.e., redeemable X times only) o Ticket limits o Additional donation (drop-down or radio buttons)* o Additional donation (user entered amount)* o Sponsorship (set donation prices which includes a certain number of tickets)* o No-cost tickets o Automatic price increases after a certain date or early bird special pricing o Multiple event tickets and donations should be automatically tallied Field Properties o Require certain fields o Validation ( , phone number, etc.) o No limit or high limit on number of fields o Conditional fields (only appear if certain option is selected) o Single line textboxes o Multi-line textboxes o Drop-downs o Checkboxes o Radio button groups o Date select o Time select o File upload

3 * No fees to vendor for donations. Terms of Use and Data Privacy 1) UMass may, from time to time, provide The Vendor with data and information ( University Data ), and The Vendor may, from time to time provide UMass with data and information ( The vendor Data ), collectively ( The Data ). Each party shall protect The Data provided to it by the disclosing to commercially acceptable standards and no less rigorously than it protects its own confidential information. Each party shall develop, implement, maintain, and use appropriate administrative, technical, and physical security measures to preserve the confidentiality, integrity, and availability of The Data provided to it by the disclosing party. Neither party will provide any of The Data provided to it by the other party to any Sub-contractor or agent without the prior express written permission of the disclosing party or as otherwise provided under the agreement. Upon termination, cancellation, expiration, or other conclusion of the agreement, The vendor agrees to return University Data to the University unless the University requests that the data be destroyed. In no circumstance shall The Vendor retain a copy of University data following termination of the agreement. The vendor shall retain any University Data only as long as needed for the specified purpose and to securely dispose of any University Data when there is no longer a business need to retain that data. If a breach of the security, confidentiality, or integrity of The Data occurs, each party agrees to notify the disclosing party immediately and assist the disclosing party in any subsequent investigation and notification processes; and to otherwise comply with all applicable Massachusetts and federal laws and regulations regarding data security and breach notifications, such as M.G.L. c. 93H and the Health Information Technology for Economic and Clinical Health Act (HITECH Act). 2) The vendor partners with third-party service providers for the handling of all cardholder information and all payment processing. The Vendor represents and warrants that it only partners with payment processing service providers who have provided The vendor with a copy of documentation indicating their certification as Payment Card Industry Data Security Standard (PCI-DSS) compliant. At any time and upon request by UMass, The vendor will furnish a copy of the PCI-DSS certificate for their third-party service provider.

4 SOURCE CODE ESCROW Upon Final Acceptance of the Licensed Software, Customer and Supplier hereby agree to enter into the standard source code escrow agreement of the escrow company agreed to by both parties and attached hereto as Exhibit C (the Escrow). Release of Escrow Customer and Supplier agree that the occurrence of any of the following conditions will trigger a release from Escrow and will be incorporated into the escrow agreement. Supplier has defaulted in performance or otherwise has failed to perform its obligations under (i) the License; or (ii) any agreement between Supplier and Customer or its customers for the maintenance or correction of the Licensed Software, and such default or failure to perform has continued for a period of thirty (30) days following written notice thereof to Supplier from Customer. Supplier has made an assignment for the benefit of creditors, has admitted in writing its inability to pay debts as they mature, or has ceased operating in the normal course of business. A trustee or receiver of Supplier or of any substantial part of Supplier s assets has been appointed by any court. An involuntary proceeding has been commenced by any party against Supplier under any one of the chapters of Title 11 of the United States Code and (i) the proceeding has been pending for at least sixty (60) days; or (ii) Supplier has consented, either expressly or by operation of law, to the entry of an order for relief; or (iii) Supplier has been decreed or adjudged a debtor. A voluntary petition has been filed by Supplier under any of the chapters of Title 11 of the United States Code. Supplier has or announces it will discontinue support, upgrades, or enhancements of the Licensed Software. Supplier assigns or attempts to assign or transfer all or a substantial part of its assets related to the Licensed Software without Customer s consent. Customer s Rights and Obligations After Release of Source Code If Customer obtains source code to the Licensed Software pursuant to Section 24, Customer may modify, correct, or enhance the Licensed Product in any manner, and any such modifications, corrections, or enhancements, and any related materials and documentation (and all proprietary rights therein, including, but not limited to, copyrights) shall belong exclusively to Customer (Customer Modifications). Supplier agrees that any Customer Modifications to which Supplier gains access in the

5 performance of its obligations hereunder or otherwise shall be deemed confidential subject to Section 15.3 hereof. Escrow Sufficiency Supplier warrants that the Source Code Escrow maintained on behalf of Customer shall contain all information, source code, documentation and tools reasonably necessary to recreate and maintain the Licensed Software that operates in accordance with the Specifications in the event that the Escrow is released to Customer and Customer, or Customer s agent, is required to maintain the source code. Escrow Verification Customer shall have the right for the term of this Agreement to verify the accuracy and completeness of the escrow deposit at any time during normal business hours with reasonable notification to Supplier by having a representative of the escrow agent and Customer present at Supplier s site to verify, audit, and inspect the escrow deposit, or optionally to pay the escrow agent to perform the verification on behalf of Customer. Customer shall pay all fees for the Escrow and any related services resulting from this Agreement. Source Code Installation If requested by Customer, Supplier shall install the Licensed Software Source Code software on the computer equipment designated by Customer within three business days after delivery by the Escrow agent or within such other time that is mutually agreed between the parties hereto. Such installation shall include a successful compilation of the Licensed Software Source Code software on such computer equipment and performance of Supplier s installation tests using Supplier s test data. Supplier shall promptly provide Customer with documentation demonstrating the successful installation of the Licensed Software. Customer may elect to install the source code by itself or through Customer s appointed agent.

6 Bid Rejection The University reserves the right to reject any or all bids received in whole or in part if it is deemed such action is in the best interest of The University and the Commonwealth of Massachusetts. Preparation of Bids Bids must be signed, where instructed, in ink and costs typewritten or in ink. Facsimile signatures are unacceptable. Bids which are priced or signed in pencil may be rejected as non-responsive. Bidders are cautioned that errors, alterations, or corrections on the submitted bid must be initialed by the person signing the bid proposal or his/her authorized designee. Failure to do so may result in rejection of the bid for those items erased, altered, or corrected and not initialed. Telephone and or Fax bids will not be accepted. Certification of Tax Status Pursuant to Massachusetts General Law, Chapter 62C, Section 49 A, the bidder certifies under penalties of perjury that to the best of the bidder's knowledge and belief, they have filed all state tax returns and paid all state taxes required by law. Certification of Non-Collusion Pursuant to Massachusetts General Law, Chapter 7, Section 22 (20), the bidder certifies under penalties of perjury that their bid is in all respects bona fide, fair, and made without collusion or fraud with any person, joint venture, partnership, corporation or other business or legal entity. Bidder's Representations Each bidder by submitting its bid represents that: a. The bid document and specifications have been read and understood by the bidder b. The bid is based upon the items described in the bidding documents and specifications without exceptions c. The bid has been arrived at independently and is submitted without collusion

7 Bid Documents One (1) original and one (1) hard copy and (1) electronic copy of the proposal should be submitted in a sealed envelope to: Drop off and Mailing location University of Massachusetts Lowell Purchasing Department Wannalancit Business Center 600 Suffolk Street, Room 415 Attention: RFB No. Lowell, MA Bid Opening Bids will be accepted until 11:00 AM on, Tuesday, November 20, Bids will be opened at 11:00 AM on, Tuesday, November 20, All bids will be opened publicly at the date and hour stated in the bid. Bidders are welcome to attend; bids will be opened at the Purchasing Department: Purchasing Department Wannalancit Business Center 600 Suffolk Street, Room 415 Lowell, MA It is vital that bids be in the Purchasing Office by the due date and time. Please follow the very important information below in regard to mailing or hand delivering a bid. The Purchasing Department is on the fourth floor of the Wannalancit Business Center. If you are hand delivering a bid, you must come to this address. Please allow a very generous amount of time to hand deliver a bid due to difficulty in locating parking place, traffic etc. The Purchasing department does not accept responsibility for any method of mailing or delivery of bids. It is the bidder s responsibility to get bids to the Purchasing Office on time! Late bids will not be considered, and will be placed, unopened, in the bid file. We strongly encourage you to contact the Purchasing Office by telephone or e- mail prior to the bid opening to confirm that your bid has been received by the Purchasing Department. The general Purchasing Office phone number is (978) or address is All communication should reference RFB No..

8 Contact Person All questions from prospective bidders concerning this RFB must be submitted in writing or by 5:00 p.m. on November 12, 2012 to Eleni Pigakis via address Inquiries received after the specified date and time will not be accepted. UMASS LOWELL will mail/ its response to all written questions to all bidders of record by 5 p.m. on November 14, UMASS LOWELL will extend the due date by written addendum if such information significantly amends this or makes compliance with the original proposed due date impractical. Amendments The Purchasing Department reserves the right to amend, alter, or cancel the bid at any time prior to the deadline for submissions of bids. If such action is necessary, all potential bidders who have received or requested a copy of the bid will be notified of the changes to be made in writing and whether the bid opening date will be extended. Debriefing Any Vendor may request a debriefing within one (1) week after receiving notification of award, to discuss the Selection Committee's evaluation of its bid proposal. Request for debriefing shall be made in writing to the Purchasing Manager. Debriefing shall not include discussions of any competing bids. Massachusetts Public Record Law All bids and related documents submitted in response to this RFP are subject to the Massachusetts Public Records Law, Massachusetts General Law Chapter 66, Section 10 and to M.G.L. Chapter 4, Section 7, Subsection 26, regarding public access to such documents. Statements in the bid response that are inconsistent with those statutes will be disregarded. Any additional questions regarding the Public Records Law should be directed to the Public Records Division at: (617) during regular business hours. You may also access various Public Records Division publications through the Internet at: Transfers and Subcontracting The Vendor may not subcontract, in whole or in part, any portion of this contract without the written consent of the University.

9 Nondiscrimination in Employment and Affirmative Action The Contractor shall not discriminate against any qualified employee or applicant for employment because of race, color, national origin, ancestry, age, sex, religion, physical or mental handicap, or sexual orientation. The Contractor agrees to comply with all applicable Federal and State statutes, rules and regulations prohibiting discrimination in employment including but not limited to: Title VII of the Civil Rights Act of 1964; the Age Discrimination in Employment Act of 1967; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and M.G.L. c.151b. Vendor Not Employee of UMASS LOWELL The Vendor, or his employees or agents performing under the agreement, are not to be deemed to be employees of UMASS LOWELL nor to be agents of UMASS LOWELL in any manner whatsoever. The Vendor will not hold himself out as, nor claim to be, an officer or employee of UMASS LOWELL and will not make any claim, demand, or application to or for right or privilege applicable to an officer or employee of UMASS LOWELL, including, but not limited to, workmen's compensation coverage, unemployment insurance benefits, social security benefits, or retirement membership or credit.

10 University of Massachusetts Lowell Company information and signature required Company Name: Company Address: Tel. # Fax # Are you () Woman Owned Business () Minority Owned Business () Individual/Sole Proprietorship () Partnership () Government () Non-profit Organization () Corporation () Disadvantaged Business () Other (specify) Tax I.D./ FEIN # - - or S.S.N.# (if individual) - -. Signature of owner or authorized officer*: Please print name: Title: Date submitted: / / *must be signed in ink

11 University of Massachusetts Lowell Certification of Non Collusion The undersigned certifies under penalties of perjury that this Bid or Proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Authorized Signature* Printed Name of person signing bid or proposal*) (Name of business)

12 CERTIFICATE OF COMPLIANCE WITH STATE TAX LAW AND UNEMPLOYMENT COMPENSATION CONTRIBUITON REQUIREMENTS Pursuant to M.G.L. Chapter 62C, S 49A, and MGL Ch.151A, Section 19A, I, authorized signatory for Name & Title whose principal place of business is located at do hereby certify under penalties of perjury that the above business has filed all state tax returns and paid all taxes as required by law and has complied with all state laws pertaining to contributions to the unemployment compensation fund and to payments in lieu of contributions. The Business Organization Social Security Number or Federal Identification Number is. Signed under the penalties of perjury this day of, Authorized Signature* Title *must be signed in ink

13 VENDOR BIDDER CHECK LIST AS A QUALIFIED BIDDER, HAVE YOU INCLUDED: Company information and signature page Certificate of Non-Collusion Certificate of Tax Compliance An Original and copy of all Bid Material delivered No Later than 11:00 AM, Tuesday, Nov 20, Bids received after this date and time will not be considered, and will be placed, unopened, in the bid file.

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