Board Governance Document Management

Agency: St. Louis Community College
State: Montana
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD15546066956187754
Posted Date: Nov 11, 2019
Due Date: Nov 18, 2019
Solicitation No: B0003880
Source: Members Only
bid number managing coordinator/buyer telephone area code product/services description closing date/time Note
B0003880 Cynthia Green 539-5227 Board Governance Document Management Nov. 18
3 p.m.

Attachment Preview

REQUEST FOR PROPOSAL NUMBER B0003880
Purchasing Department
3221 McKelvey Road
Bridgeton, MO 63044
SPECIFICATIONS
FOR
BOARD GOVERNANCE DOCUMENT MANAGEMENT
FOR ADDITIONAL INFORMATION, CONTACT:
Cynthia Green, Purchasing Supervisor
Phone: 314 539-5227 Email: cgreen2@stlcc.edu
DEADLINE FOR QUESTIONS: Monday, October 28, 2019
RFP CLOSING DATE: Monday, November 11, 2019
RFP CLOSING TIME: 3:00 p.m., local time
Date Issued: Monday, October 14, 2019
INSTRUCTIONS TO ALL BIDDERS
St. Louis Community College (“College”) welcomes all interested parties to participate in its competitive bid process. Bidders will be
expected to submit bids that are in compliance with the terms and conditions as outlined below:
1. All awards are subject to final approval by St. Louis Community College’s Board of Trustees, or their designated
representative(s).
2. Bids may be delivered electronically to the Cynthia Green at cgreen2@stlcc.edu 3221 McKelvey Road, Bridgeton, MO 63044
on or before the time and date stipulated in the Request for Proposal document. All late bids will be rejected.
3. The successful bidder(s) must comply with the State of Missouri’s Revised Statute RSMO 285.530 which states: No
business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to
perform work within the state of Missouri. The affidavit included in Attachment A must be completed and notarized
to meet this provision. (This may be submitted after the notice of award is given.)
4 All bids must be signed by a duly authorized representative of the person, partnership or corporation offering the bid.
Failure to sign the College Invitation for Bid document will result in automatic disqualification of that bid. The College reserves
the right to request written confirmation of persons authorized to sign all bids on behalf of a company.
5. Vendors may submit more than one bid proposal. No penalty or credit will be given for submitting multiple proposals.
6. Bidders are responsible for reviewing their proposals prior to submission to be certain they can honor all prices, terms and
conditions offered in bid. Bidders may submit written amendments or withdraw their bid proposals up until the date and time of
the scheduled bid opening. Once bids have been opened, all bidders will be expected to honor all prices and terms offered in
total. Unit price will prevail in cases of extension errors. Bid defaults will result in either temporary or permanent removal from
the College’s list of vendors in good standing.
7. If this bid is accepted by the College, in whole or in part, it becomes a binding contract for the item(s) or section(s) designated
when signed by an authorized representative of the College and returned to the Bidder. By signing and submitting this bid, you
are offering to sell the goods and/or services to the College on the terms and conditions contained in this Invitation for Bid. All
purchases are subject to the terms and conditions contained in and attached to this Invitation for Bid. By submitting a bid, bidder
agrees to these terms and conditions. Any additional or different terms proposed by bidder are hereby objected to. The College
may issue one or more “Purchase Orders” in connection with the contract formed by acceptance of this bid. Any such Purchase
Order shall be governed by this contract and shall not be deemed a proposal for change or amendment, unless specifically so
designated by the College.
8. Requests for clarification on bid specifications should be addressed to the buyer identified in the bid document. Any changes in
specifications will be sent to all bidders in the form of a written addendum. All addenda become a part of the Invitation for Bid.
Bidders are to sign and include all addendums with each bid being submitted.
9. Bidders are to check the College’s website at www.stlcc.edu/purchasing to ensure all addendums are included with submission of
bid responses.
10. Bidders may obtain Invitation for Bid results by either attending the bid opening or by appointment with the assigned buyer.
DELIVERY AND INVOICING INFORMATION
1. Invoices must be submitted in duplicate to:
Accounts Payable
St. Louis Community College
3221 McKelvey Road
Bridgeton, MO 63044
Invoices must reference the purchase order number, show unit and extended price on each item and list the “ship to” address.
2. The College renders payment only after delivery of services.
3. St. Louis Community College is a tax exempt public institution. The College’s tax exempt Missouri I.D. is 11166584.
St. Louis Community College Request for Proposal B0003880
Page 2 of 16
REQUEST FOR PROPOSAL NUMBER B0003880
BUYER: Cynthia Green (314) 539-5227
DATE ISSUED: October 14, 2019
ITEMS/SERVICE REQUESTED: Board Governance Document Management Software
Electronic proposals will be received at the Department of Purchasing, St. Louis Community College,
Administrative Center, 3221 McKelvey Road, St. Louis, MO 63044 until the time and date given herein and
then publicly opened for reading and evaluation: Please note that the College retains the right to make an
award on an item by item or all or nothing basis.
DATE & TIME BID WILL BE OPENED AND READ: November 11, 2019 at 3:00 p.m. (CST local time)
If this bid is accepted by St. Louis Community College (“College”), in whole or in part, it becomes a binding
contract for the services offered in the proposal when signed by an authorized representative of the College
and returned to the Bidder. By signing and submitting this bid, you are offering to sell the goods and/or
services to the College on the terms and conditions contained in this Invitation for Bid. All purchases are
subject to the terms and conditions contained in and attached to this Invitation for Bid. By submitting a bid,
bidder agrees to these terms and conditions. Any additional or different terms proposed by bidder are
hereby objected to. The College may issue one or more “Purchase Orders” in connection with the contract
formed by acceptance of this bid. Any such Purchase Order shall be governed by this contract and shall not
be deemed a proposal for change or amendment, unless specifically so designated by the College.
Requested Delivery: 30 Calendar Days after engagement Delivery Offered:
________________________
Payment Terms: ___________
(unless otherwise stated, terms will be Net 30)
Est. Freight Charge: N/A
Telephone: ______________ Fax: _____________
Prices quoted are guaranteed for ________ calendar days from the date of the bid opening under the terms
and conditions offered in bid herein. (120 days unless otherwise specified)
In compliance with the above, the undersigned offers and agrees, if this bid be accepted, to furnish any and
all of the goods and/or services at the price quoted, delivered to the designated point(s) within the time
specified in this Invitation for Bid document. IF NOT SIGNED BELOW, PROPOSAL WILL BE
DISQUALIFIED.
_________________________________________
(SELLER Company Name) - FEIN
______________________________________________
(Signature)
_________________________________________
(Printed Name and Title)
Bid is accepted for the College by:
__________________________________________
(Signature) Cynthia Green, Purchasing
Supervisor
_________________________________________
(Company Address)
_________________________________________
Items/Sections Accepted:
(City/State/Zip Code)
St. Louis Community College Request for Proposal B0003880
Page 3 of 16
CONTRACT OR BLANKET ORDER AGREEMENTS
The purpose of this Invitation for Bid is to solicit quotations from qualified vendors to establish a
contract or blanket order for the routine purchase of goods and/or services on an “as or when
needed” basis.
The quantity and dollar estimates provided represent the purchasing history of the College and/or
a reasonable estimate of future activity in the area specified. While the College strives to make
these estimates as realistic as possible, they do not constitute a guarantee of volume.
The College reserves the right to inspect the bidder’s facility prior to award to assure that they
meet the requirements and can provide the necessary support for the contract goods and services
specified.
The College may cancel a contract at any time by giving the seller thirty (30) days written notice of
failure to comply in part or total with the prices, terms and conditions offered in bid.
The College retains the right to take extensions to the contract agreement of up to twelve (12)
months, provided said extension is mutually agreeable to both the seller and the College.
Contract Period: One (1) year with four (4) optional, one (1) year renewals
Requested Contract Start Date: TBD
Estimate of Contract Quantity or Dollar Expenditure: TBD (Annually)
Contract Liaison Person (to be completed by bidder):
_____________________________________________
(Name/Title)
Tel No. _______________Fax No. ________________
E-mail address ________________________________
St. Louis Community College Request for Proposal B0003880
Page 4 of 16
Section 1 INTRODUCTION AND BACKGROUND INFORMATION
St. Louis Community College (hereinafter referred to as “College”) invites all interested and
qualified parties to submit proposals for a document management/e-governance system for its
Board of Trustees to that creates and manages board agendas, minutes, calendars and other board
documents.
The College, which is officially known as the Junior College District of St. Louis, St. Louis County is a
political subdivision of the State of Missouri and is the largest community college district in
Missouri with four (4) campuses and four (4) education centers enrolling approximately 17,000
credit students and 70,000 non-credit students annually. Serving an area of 718 square miles, the
College’s district includes the City and County of St. Louis and portions of Jefferson and Franklin
Counties.
The College’s Board of Trustees (hereinafter referred to as “Board”) consist of six members elected
for six-year terms from the four subdistricts of the College and one appointed member approved
by the Missouri Coordinating Board for Higher Education. The Board has public meetings
monthly, special meetings as necessary and annual retreats.
Section 2 SCOPE OF WORK
The successful bidder will provide a system that meets the following criteria:
1. Creates agendas and minutes which reflect current College procedures - Examples of
minutes can be obtained on our website:
a. https://stlcc.edu/about/leadership/board-of-trustees/bot-meeting-minutes.aspx
2. Provide a means for submission of agenda items by various departments to create the
agenda.
3. Generates an accessible single automatically-paginated complete agenda and minutes
packages for distribution as a PDF on the College’s intranet and external website, with
similar formatting to our current distribution. This should also allow for hyper linking from
the agenda table of contents to page to specific sections and external attachments.
4. Agendas should allow for the addition of placeholders for anticipated and draft agenda
items, with a process to move these to the final agenda for publishing.
5. Provide a means of revising agenda items and supporting documents
6. Provide document archives and instant access with unlimited storage.
7. Provide ability to perform searches against the full text of any document in the system
including attachments.
8. The chosen system must be compatible with PC, Mac, iOS, and Android devices.
9. Provide installation, training, and implementation of the system.
10. Provide on-going help desk support for system.
St. Louis Community College Request for Proposal B0003880
Page 5 of 16
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