UNIVERSITY OF LOUISVILLE
CONTRACT ADMINISTRATION AND PROCUREMENT SERVICES
LOUISVILLE, KY 40292
PERSONAL SERVICE CONTRACT
REQUEST FOR PROPOSAL
2. NAME OF DEPARTMENT: Otolaryngology Head and Neck Surgery &
CONTACT PERSON: Laura Galloway
3. Service: Computer programming and database services in four phases.
4. Due Date:
5. Time Due:
Proposals should be sent to the department by the following method:
7. EMAIL, MAIL OR FAX PROPOSALS TO: Department Name: _Otolaryngology HNS & Communicative Disorders _________
Address: attn.: Laura Galloway, Audiology Program
627 S. Preston St, Suite 220, Louisville, KY 40292_____________________
Email:email@example.com________ Fax #_(502) 852-0865______________
THE BOTTOM PORTION OF THIS FORM IS TO BE COMPLETED BY THE VENDOR AND SUBMITTED
Equal Employment Opportunity – All parties must be in compliance with executive order 11246 of September 24, 1965 as amended by
executive order 11375 of October 13, 1967.
STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST
I hereby swear (or affirm) under penalty for false swearing as provided by KRS 523.040:
1. That attached Request For Proposal has been submitted without collusion with , and without any agreement, understanding or planned
common course of action with, any other vendor of materials, supplies, equipment or services described in the Request For Quotation
designed to limit independent competition.
2. That the proposer is legally entitled to enter into the contract with the University of Louisville, an agency of the Commonwealth of
Kentucky, and is not in violation of any prohibited conflict of interest, including those prohibited by the provisions of KRS 45A.325,
to 45A.340, 45A.990 and 164.990 and 164.821 (7).
3. That I have fully informed myself regarding the accuracy of the statements made above.
In submitting this quotation, it is expressly agreed that upon proper acceptance by the University of Louisville, of any or all items bid, a
contract shall thereby be created with respect to the services accepted.
PRINTED NAME:_______________________________________________EMAIL: ___________________________________________
REQUEST FOR PROPOSAL COMPONENTS
1) Scope of Services: The work is divided into 4 phases.
a. Phase 1 will involve meeting with the researchers to discuss the design and flow of the program. This
should take no more than 2 weeks.
b. Phase 2 will involve working back and forth with the researchers during the creation of the program.
This will include feedback from the researchers as they conduct usability testing of the program with
approximately 10 subjects. This should take approximately 2-3 months until a final version of the
program is ready for use. Programming needs during this phase include:
i. Credentialed access for targeted users and sign-up for new users
ii. Programming of custom web-based application framework allowing for initially four user
learning modules, but able to accommodate 1-x number of user learning modules consisting of
video and graphical based learning content and exercises requiring user feedback
iii. Create tailored exercises that will allow for unique pathways through the program
c. Phase 3 will involve working with the researchers to create a protected database of responses generated
by users in the program. Phase 3 should take approximately 2-3 months. Programming needs during this
i. User exercise results and module progress stored in a database that will be made available to
authorized parties for download and analysis. Dowloaded data will be compatible with those
d. Phase 4 will involve hosting and maintenance costs related to running the program during the feasibility
study. We anticipate having approximately 50-80 subjects enter responses in the program during this
time. This should last approximately 6-9 months. Programming needs during this phase include:
i. User progress through modules will be tracked to allow for a user to know what modules/parts of
modules they have completed and resume a module from where they last left off.
ii. Researchers will be able to track user progress and send reminders to complete module(s) when
needed or provide assistance should the user have difficulty in any area of the program.
iii. Sensitive user information will be encrypted
iv. Hosting and maintenance of the completed program
v. Work with researcher to address usability issues as they arise
2) Informational Background: The researchers are from the Program in Audiology within the Department of
Otolaryngology, Head and Neck Surgery and Communicative Disorders in the School of Medicine. The
researchers are experts in the field of hearing loss rehabilitation.
3) Required Proposal Submittals:
a. Proposed Cost: Payment will be upon receipt of deliverables/services and not made in advance. A
statement of work should be include which details the following:
Costs should include a detailed plan of work for phase 1 and 2 as well as hosting/maintenance
costs for the duration of phase 3
Costs should include a ‘not to exceed X amount’ clause.
b. Experience with creating interactive online programs is required. Experience with protected health
information is required. Examples of previous similar work is encouraged.
c. Phase 1 should be completed within 2 weeks, phase 2 should be completed within 3 months, phase 3
should be completed within 3 months and phase 4 should be completed within 9 months.
d. Submitted proposals must include completed Business Associate Agreement (attached) and complete the
3rd Party Cloud Vendor Risk Assessment (attached).
4) Method of Award:
a. Cost: 35%
b. Experience: 30%
c. Quality of Proposal: 35%
5) Contract Period :
Desired contract start and end dates are 3/1/19 through 3/1/20.
No services are to be provided prior to the start date indicated on the fully executed Personal Services Contract
All questions regarding this RFP are due by Thursday, February 7, 2019 at noon Eastern Daylight Time, and are
to be emailed to firstname.lastname@example.org . Answers to questions will be issued as an addendum and posted to
the website location of the RFP by February 12, 2019.