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Request for Proposal 3106

For Procurement of

Electronic Signature (e-Signature) Solution

and

Accompanying Professional Services

RESPONSE TO THIS REQUEST FOR PROPOSAL IS DUE IN TO THE PURCHASING DEPARTMENT OF THE

COMMUNITY COLLEGE OF ALLEGHENY COUNTY, 800 ALLEGHENY AVE., PITTSBURGH, PA 15233 NO LATER

THAN:

May 15, 2018 AT 2:00 PM

Vendors must receive this RFP directly from the CCAC Purchasing Department. If received from another party,

vendors must verify they are on the CCAC vendor list for this particular RFP. In so doing, bidders will receive all

applicable addenda from CCAC. Failure to incorporate any addenda in the final submittal may result in the

rejection of your proposal.

Interested parties may obtain further information from mcvetic@ccac.edu.

No fax or e-mail proposals will be accepted.

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Table of Contents 1.0 PURPOSE .......................................................................................................................................................... 3

2.0 PROJECT BACKGROUND .................................................................................................................................... 3

2.1 Current Environment ........................................................................................................................................ 4

2.2 Business Objectives........................................................................................................................................... 4

2.3 Solution Vision .................................................................................................................................................. 6

3.0 SOLUTION REQUIREMENTS .............................................................................................................................. 7

3.1 e-Signature Solution Requirements .................................................................................................................. 8

3.2 Implementation Requirements....................................................................................................................... 14

3.2.1 Implementation Schedule:.......................................................................................................................... 14

3.2.2 Availability and Business Continuity ........................................................................................................... 15

3.2.3 Deliverables ................................................................................................................................................ 15

3.2.4 Management and Monitoring .................................................................................................................... 15

3.3 Security and Audit ........................................................................................................................................... 15

3.4 Training and Support ...................................................................................................................................... 15

3.4.1 Training ....................................................................................................................................................... 15

3.4.2 Support ....................................................................................................................................................... 16

3.4.3 Project Management .................................................................................................................................. 16

4.0 SCHEDULE OF EVENTS..................................................................................................................................... 16

Attachments:

Internet Access Form Non-Employee Non-Student Rev 1-25-18

Sample 9 - Appointment Letter - Admin- AFT Excl Conditional Clearance

Sample 9 - Apointment Letter - Admin - AFT Excl

Sample 9 - Appointment Letter - w Physicals - HPE

Sample 11 - Appointment Letter - Administrator Grant

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1.0 PURPOSE The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors for the procurement of electronic

signature solution for the Community College of Allegheny County.

The selected e-Signature solution is expected to improve information security posture of the college, assure responsible

governance, comply with various mandates, provide visibility and reduce operational costs by automating manual college

processes and improving the agility of college business processes at a reasonable cost.

The selected e-Signature solution will be fully implemented and integrated with the college’s information technology systems

by the vendor’s authorized professional services team or its certified partners on provided schedule in this RFP.

The RFP contains sufficient information and instructions to enable qualified bidders to prepare and submit proposals and

supporting material. To be considered responsive, vendors must submit a complete bid that satisfies all requirements as

stated in this RFP and its addenda. This RFP also contains all major terms and conditions that the successful vendor will be

expected to accept.

The Department of Information Technology Services (ITS) intends to implement the procured solutions starting in May and

completed by the end of June 2018.

2.0 PROJECT BACKGROUND The Community College of Allegheny County is one of the largest institutions of post-secondary higher education in

Pennsylvania. The college serves over 26,000 credit students through 170 degree and certificate programs and offers

thousands of lifelong learning non-credit and workforce development courses to over 35,000 students annually.

Incorporating a learning-centered environment committed to the future of the region, CCAC continues to expand its reach

through innovative programming and accessible instruction offered via convenient day, evening, weekend and online

courses. With four campuses, four centers and administrative office serving Allegheny County and surrounding communities,

CCAC endeavors to fulfill its mission to provide affordable access to quality education and offer a dynamic, diverse and

supportive learning environment that prepares the region’s residents for academic, professional and personal success in our

changing global society. More information about CCAC can be found at https://www.ccac.edu/about/quickfacts/

The e-Signature solution the college chooses through this RFP must be a centrally managed redundant system that is

accessible to anyone, anytime, from any device in order to deliver its functionality.

If the proposed solution is premise-based, it will be deployed at the college’s Network Operations Centers at the Office of

College Services and the South Campus disaster recovery site that is connected through a high-speed network over a leased

fiber from a service provider to maintain operations during an extended outage.

Therefore, the proposed systems must be scalable to the enterprise level with commensurate reliability. The College

information technology resources are mostly centrally managed to utilize Microsoft Active Directory and ADFS. In addition to

these systems, Ellucian Colleague and its Ethos Platform are also used for certain college business applications.

The procured e-Signature solution is expected to be rolled out as a Greenfield system in successive phases incorporating

identified college business processes at each implementation cycle.

The college expects to utilize the volume of 3,500 to 4,000 e-Signature transaction in the first year involving 15 college

users to initiate these transactions.

https://www.ccac.edu/about/quickfacts/https://www.ccac.edu/about/quickfacts/https://www.ellucian.com/Software/Colleague-by-Ellucian/https://www.ellucian.com/Software/Ellucian-Ethos-Platform/

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The new solution is expected to be in operation by the end of June 2018. Since the possible implementation period coincides

with the preparations for the start of the Summer Term, the vendor of the selected solution is required to work with the

college IT staff to fully implement the chosen solution without affecting college operations.

The college’s intention is to choose systems that provide best price/performance ratio and partner(s) that will meet the college’s requirements and demonstrate the ability to grow with us for many years to come.

2.1 Current Environment The college is currently utilizing network equipment manufactured by Cisco, HP, Dell, Palo Alto Networks, F5 Networks

and Fortinet systems throughout the system. These systems include end-user switches, core switches, wide area

network optical equipment, routers, servers, SAN arrays, VPN gateways, firewalls, etc.

The college currently has approximately 5,500 managed computers (desktop, laptops, Windows Surface tablets), over

350 servers (physical and virtual) and over 200 network devices distributed through a high-speed wide-area network.

The majority of these desktop computers and servers are running Microsoft’s Windows operating systems. However,

there are also some Linux based servers, Mac OSX clients and some operational technology equipment (building

management systems, etc.).

Additionally, many unmanaged users owned Wi-Fi-enabled handheld devices (i.e. laptops, phones, tablets, smartphones,

etc.) can connect to the college's network infrastructure through wired and wireless networks to access internet and

college resources residing in the college's main data center and at the disaster recovery site at South Campus.

Currently, the majority of the college applications and services are located at the Office of College Services building

however, there is a current college initiative to expand the disaster recovery capability of the college at one of the

campuses. When this plan is materialized in the near future, some additional mission-critical systems will also be located

at this DR site.

The applications that are hosted in the primary data center are accessed by the college users from various college

locations through internal wide area networks and Internet. However, the college systems are separated from the

Internet through a pair of institutional firewalls.

The network infrastructure and all mission-critical IT services are centrally managed by the college staff at the Office of

College Services building.

The college currently does not have an e-Signature solution to securely accelerate the college business processes and

accomplish its business objectives.

2.2 Business Objectives In today's information-driven business environment, dependency on the college systems, its data, and underlying IT

processes to deliver business outcomes are continuously increasing. The need for continuous availability of IT systems is

becoming a paramount necessity in order to stay operational and functional.

The college students and employees are using their personal devices on college premises and elsewhere to access the

college online resources to complete business transactions.

Accelerated procurement of cloud-based services, their integration & interoperation requirements and ongoing digital

transformation of college business processes are creating information security risks and challenges for the institution.

The main drivers behind the digital transformation of college business processes are to become more productive,

efficient, and competitive to create a cost-effective agile workplace.

All of these competing market forces and business drivers are creating a necessity to improve information security while

providing transformative and innovative technology services to accelerate the college’s digital transformation.

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In order to address some of these issues, reduce the involved information security risks, improve the agility of college

business and make the college more competitive, the college is looking to acquire a flexible an affordable e-Signature

solution that will be deployed in phases to digitalize the college business over multiple years.

By acquiring and implementing such e-Signature solution, the college is expecting to accelerate its business processes,

enable college constituents to access the college online resources, and securely complete business transaction from

anywhere, anytime and any device.

By incorporating e-Signature solution into the college business workflows and processes, the college is expecting to

improve business agility, end-to-end process visibility, personal accountability and its compliance enforcement.

For these reasons, the acquired e-Signature solution will be a critical component of the college’s information security

operations and will require maximum uptime. The selected e-Signature solution must enable and assist the college to

achieve the following business objectives (the order of the list does not reflect the importance or the priority of the

objectives):

1. Support the College’s mission. Please see the https://www.ccac.edu/about/quickfacts/ for more information.

2. Improve the information security of the involved college business processes by controlling auditable access to

its data, processes, and resources.

3. Drastically improve the information security posture of protected college assets without injecting transmission

delay and/or impose significant operational complexity.

4. Improve the college’s responsiveness to changing business conditions by incorporating e-Signatures into

identified college business processes to automate transactions.

5. Provide desired level security, availability, resiliency, and capacity without being cost prohibitive to acquire and

maintain.

6. Must implement strong security measures to secure the underlying college business processes and its data.

7. Granular, identity and role-based enforcement of the related access policies.

8. Provide deeper visibility and control into the e-Signature involved college business processes.

9. Provide real-time analytics for the business transactions that involve e-Signatures to improve transparency.

10. Improve accountability, governance, and compliance.

11. Provide reporting and alert capability for the e-Signature related operations.

12. Facilitate enforcements of PCI, FERPA, HIPPA compliance and reporting.

13. Seamless integration with the existing and planned college security systems and tools.

14. Should provide a centralized, role-based and effective management system, which should enable the college to

deploy, view and control all access activity through a single pane of glass.

15. Should be functional, easy to use and provide access from anywhere, at any time, on any device or platform.

16. Must provide an ability to automate routine tasks and drill-downs to produce maximum efficiency with minimal

effort.

17. The solution must help the college to consolidate approval processes and centralize signature level

documentation.

18. The vendor must provide clear, affordable and easy to follow pricing proposal and flexible educational licensing

model that show the total cost of ownership of the proposed solution for five year time period.

CCAC invites interested parties that meet the qualifications listed in this document to submit proposals regarding their

product and related service offerings. All information shall be submitted in the format stipulated in this RFP.

https://www.ccac.edu/about/quickfacts/https://www.ccac.edu/about/quickfacts/

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2.3 Solution Vision To improve its business services whether they are on the college premises or hosted on the public or private cloud, the

college is seeking to acquire and implement secure, highly available, affordable and feature rich electronic signature

solution that accelerates college business and improve end-user experience with the online college services.

The college expects the proposed e-Signature solutions to:

1. To be hosted in cloud, agentless (does not require any specific software, software component, plug-in or module

to function) and capable to equally work well on any device that may belong to a user or the institution.

If the e-Signature vendor offers both cloud and on-premises based solutions, the college would like the vendor

to provide a proposal for both types of solutions.

2. Accommodates multiple platforms (Windows, Mac OS, IOS, Android, etc.), form factors (desktops, laptops,

tablets, smartphones, etc.) and work with major internet browsers (Chrome, Firefox, Edge, Safari, etc.).

3. Facilitates the distribution of legally sensitive documents for the collection of electronic signatures.

4. Properly identifies and captures the remote signers’ identity for college records.

5. Provides advanced workflow capabilities to route complex documents to intended individuals to collect e-

Signatures. Please refer to exhibit A for the list of college applications that the proposed solution’s workflow

may need to work with to deliver the intended services.

6. Provides compartmentalized and role-based access e-Signature workflows.

7. Protects the signed documents with utmost security through AES-256 Bits encryption.

8. Provides capability to automatically download signed documents to college identified storage location(s) at

scheduled intervals with audit trails.

9. The integrity of signed documents must be legally maintained regardless of the storage location of the signed

documents (i.e. in the vendor’s secure cloud and/or on-premises).

10. A signed document and its audit trail and metadata (for the legal support) must stand up in court independently

(without vendor’s professional services) when it is required or necessary provides evidence that the document is

intact

11. Integrates and interoperates with on-premise and cloud-based college information technology systems.

12. Evaluate security policy compliance based on user role, device type, operating system(s), time and location of

the access.

13. Capable to securely store the signed legally binding documents when the process is completed for at least 2

years.

14. Provide feature-rich, intuitive and intelligent web form designer to create online forms, which can be used for

the replacement of the existing paper-based college forms.

15. Supports and interoperates with major identity and access management products, solutions and services. The

vendor to provide a list of third party IAM systems that the proposed solution works with.

16. Provide fine-grained automation for the creation of electronic document packages that incorporate e-Signature

solution.

17. Utilize and comply with all industry best practices standard network protocols.

18. Must comply with the Pennsylvania state and U.S. federal laws that govern e-Signature usage (i.e. Electronic

Signatures in Global and National Commerce Act, Uniform Electronic Transactions Act, Pennsylvania Electronic

Transactions Act, etc.). The vendors must provide a list of all relevant laws that affect the college business use

cases involving the proposed e-Signature solution.

19. Interoperate with on-premises and other third-party cloud-based network and security systems and services to

automate involved college processes and improve effectiveness.

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The selected vendor (or vendors) is/are expected to provide the following software, installation, configuration, testing,

the creation of identified electronic documents (listed in addendum A) integration services, knowledge transfer and

training as appropriate (based on the type of system):

1. The vendor(s) of the selected e-Signature solution will setup and configure the solution in high availability and

failsafe configuration to satisfy the college’s up-time requirements.

2. The vendor(s) will configure the proposed new e-Signature solution to the college's specifications fulfilling the

requirements outlined this RFP, its addenda, and subsequent project implementation meetings.

3. The selected vendor(s) will provide the final system setup as an as-built documentation in an electronic format,

creates knowledge transfer which is highly specific to the college’s environment.

4. The proposed e-Signature solution that satisfies the requirements of this RFP and its addenda and provides the

level of integration with the college systems out-of-box will be given higher priority and consideration.

The solution vision outlined above may evolve during the implementation period and may require to interface with the

existing college systems. The selected vendor is required to study college’s current hardware, software and network

configurations for successful implementation of the proposed solution and work with the college staff to implement it.

In summary, the selected vendor (or group of vendors at college discretion) will provide the hardware installation (if on-

premise solution), configuration, testing, and eventual final configuration, software updates (if any), training, support

and integration services for the proposed solution. The vendor will provide best practices for the optimal operation of

their proposed solution.

If the proposals that require computer hardware and server operating systems as part of their offering, vendors don’t

need to cost out these components as a part of their proposal. These components will be procured by the college’s

Information Technology Services. However, the vendors must provide their recommended specifications and optimal

configurations, including memory, number, and type of CPUs, disk space for the proposed system hardware and all the

necessary software in their proposals. The college will separately procure the related necessary hardware to host any

new management tool, as proposed by the vendor.

The proposed solution will be purchased through the proper channels of CCAC procurement. Once a contract has been

reached, a purchase order will be cut and development and implementation of the new solution will begin. The system

will be rolled out in a phased approach as estimated in the project timeline prepared by the vendor and approved by the

college.

3.0 SOLUTION REQUIREMENTS All work must be done under the supervision of a dedicated vendor’s most qualified certified expert (which may be

utilizing the resources of other less qualified technical personnel when it’s necessary and/or appropriate). The

overall technical responsibility for the project is to be carried out by this dedicated/certified expert. At project

completion, this expert must provide and sign-off on the final document(s) to acknowledge the conformity of the

work completed by the vendor.

If the solution is awarded to multiple vendors, the vendors are responsible for their part of the project including the

solution’s integration with the college’s network and coordination with other vendors working in parallel.

Bidders are required to submit their responses as a comprehensive turnkey solution. Therefore, all submittals

must bundle the proposed designed products, vendor-approved training, and technical labor, in addition to

delineating material and labor in a clearly itemized list, as part of the vendor's proposal. Any information provided

by CCAC with regard to this project is strictly confidential and shall not be disclosed to third parties.

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The proposed solution must satisfy the business objectives, solution vision, solution requirements and design

objectives delineated herein. The vendor is solely responsible to deliver a fully functional solution meeting the

specifications described in this RFP and its addenda.

After the award of the contract, the awarded vendor (contractor) is responsible for any necessary item not brought

to the attention of CCAC before the award in order to complete the project by the specifications & design objectives.

*** The vendors must respond to each requirement in this RFP with “Comply” to positively confirm their

conformance to this RFP requirements.

3.1 e-Signature Solution Requirements The college’s information security practices comply with the principle of least privilege concept. In this context, the

college employees must be able to access only the information and resources that are necessary for them to

complete assigned task and duties for legitimate purposes. Since the implemented solution will become a critical

part of college business operations, the college requires at least “99.982%” availability. All proposed e-Signature

solutions must comply with the following mandatory requirements.

General Requirements:

1. The proposed e-Signature solution will enable college users (current and future students and employees,

business partners, constituents, etc.) to legally and electronically sign online documents to conduct college

business from anywhere and any device.

2. The proposed e-Signature solution must comply with federal and state laws, regulations and mandates. The

vendors must specify how they comply with these laws, regulations and mandates.

3. College-wide implementation will be based on a staggered rollout plan among college departments. The e-

Signature Solution will be implemented and tested one department at a time until its eventual deployment

is implemented system-wide.

4. The proposed solution should be able to utilized by all college departments without requiring significant

changes to the college business processes.

5. The solution must be able to support multiple departments and groups with each having varying degree of

complex business processes, forms, and workflows.

6. The college must have the full control of the operation of the proposed solution after its deployment. The

regular operational activities such as adding new users, managing user rights, creating department and

groups of users and adding documents flows are expected to be performed by the designated college users

with varying degree of access.

7. The vendor must provide initial product installation and configuration services, paper to electronic

document conversion services for the identified college documents and staff training for administrators and

end-users.

8. The solution provider must submit all technical requirements that the solution requires in order to deliver

the published functionality and features of the solution.

9. The vendor should have implemented processes to communicate outages, upgrades, and maintenance.

10. The vendor should provide software upgrades when they become available, giving the college a choice

about the upgrade.

11. The solution should provide separate production, development and testing environments.

12. The vendor will provide the college a business continuity solution to ensure business resumption and

restoration in the event of a loss of system or data corruption.

13. The vendor will setup the proposed e-Signature solution and convert the identified college forms

(attached) to e-Signature workflows for the college.

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14. The vendor will address the problems or significant software issues that impact usability in a timely manner.

15. The e-Signature solution should only charge the college for the completed e-Signature transactions. Any e-

Signature transaction, which is not fully completed for any reason should not be counted as complete and

the college should not be billed for.

16. The vendor must have successfully completed the implementation of proposed e-Signature solution at

three educational institutions of similar size and complexity.

17. The college will require e-Signature vendor to demonstrate the capabilities of its solution by converting one

of the exhibited documents to e-Signature workflow prior to award. The college will decide on which exhibit

document to be used for this purpose.

18. e-Signature solution must assist the college in meeting the compliance requirements of FERPA, GLBA, PCI,

and HIPPA.

19. The proposed e-Signature solution must be extensible and scalable to accommodate the college’s growing

needs and keep up with changing complex operational requirements.

20. The vendor must provide a two-year product roadmap that identifies upcoming feature improvements,

changes, and product enhancements.

21. The proposed solution(s) must satisfy all objectives and requirements delineated in this RFP. The vendor is

solely responsible to deliver a fully functional solution meeting the specifications described herein. After

the award of the contract, the awarded vendor (contractor) is responsible for any necessary item not

brought to the attention of CCAC before the award in order to complete the project by the objectives and

requirements of this RFP.

Functional Requirements:

1. The solution must provide extensive workflow capability out-of-box to route multiple documents and forms

to multiple people in parallel and serial workflow format to obtain signatures and/or review the

document(s) and get approval(s).

2. Must provide detailed auditing and tracking of the workflow processes and documents the progress of each

step.

3. The e-Signature interface should be easy to understand and intuitive to use for wide-range of technical and

non-technical college users and constituents.

4. Uploading documents, creating and managing the e-Signature workflows should be simple to learn and use.

5. The proposed solution must be compatible to work with multiple documents formats such as Microsoft

Word and Excel, Adobe Acrobat and prominent web-form technologies such as Microsoft ASP.NET Web

form applications, Java EE Web Application Technologies, etc.

6. Must support Adobe Acrobat archive format (PDF-A) for long-term retention.

7. Must allow signing of college documents on mobile devices such as a tablet, mobile phone. Touch interface

support for Android, IOS, and Windows ecosystem applications is required.

8. Ability to electronically sign a document and initiate the signing process from Outlook is also highly desired.

9. The vendor must provide future upgrades, product enhancements, training and technical support.

10. The e-Signature solution must create meta-data and audit trails that remain in the associated document

regardless of the storage location (i.e. cloud, on-premise server, etc.). If electronically signed documents are

moved from one location to other, they should retain all its content, meta-data and integrity.

11. The proposed solution must provide reporting and search capabilities to validate the accuracy and reliability

of the captured documents and ability to do discerning validation of altered records.

12. The proposed solution should have a modern, commonly used and supported web-based software

framework that is accessible via standard internet browsers, mobile web devices, and tablets.

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13. The system must expose the workflow engine to substantiate a variety of proposal, review, and approval

processes. This allows different departments to have different approval and routing processes at various

stages. This functionality should not require a college or vendor developer to have to intervene to create,

change, and/or delete a given workflow process.

14. The functionality of signing and routing of online documents should be similar across different platforms

and devices.

15. e-Signature solution should allow both privileged users (administrators) to manage the solution and regular

users to electronically sign and/or route documents through mobile devices that supported by main

platforms such as Android, IOS, and Windows Phone devices.

16. The system must be American Disability Act (ADA-Section 5.08) compliant and the Web Content

Accessibility Guidelines (WCAG) Level 2.0 guidelines.

17. The proposed solution should have the capability to capture the signer's natural signature as well as an

option for auto-generation of e-Signature for the person.

18. The system should be able to track various e-Signature documents by individual and/or group to know

where in the workflow those documents are and whose signatures are still pending.

19. The solution should also allow the college send automatic reminders and to expire documents if they

exceed an established window for signing.

20. The solution should allow the college to modify the solution for institutional branding.

21. The solution should have workflow routing functionality, with the ability to see where the document is

within the workflow.

22. The workflow should also allow for synchronous, asynchronous, and parallel approval processes. The

system should enable the college to control whether the sender or recipients may modify the workflow “on

the fly.”

23. The system should be able to allow users to organize and search for various documents that are at different

stages of approval. For example, pending signatures, pending expirations, still being routed, and completed

signed documents.

24. The system should be able to allow users to upload documents to be used as part of an e-Signature process.

The system should also permit recipients to upload additional items as attachments to the documents they

are signing. Any item uploaded by a recipient should be able to be viewed and retrieved by the college.

25. The system should be able to allow users to build and share templates for how documents will be routed.

26. The system should be able to handle multiple documents as a single packet, and permit the user to control

which of the documents will be included at the time the packet is being sent.

27. The system should allow documents to be flagged to show where information (in addition to signatures and

dates of signing) is to be entered by the recipient.

28. The solution should allow “default” data to be entered into the flagged fields, and permit the sender to

control whether it may be modified by the recipient.

29. When packets are being sent in batch mode (i.e. mail merge, CSV file import, etc.), the system should

permit data elements to be prefilled with data entered into the batch file for each recipient.

30. The system should provide data elements whose format can be controlled (text, numeric, date, etc.).

31. The system should permit “drop down” data elements, which enable the user to select from a pre-set list of

text values.

32. The system should permit the use of "checkboxes" (grouped binary data in which more than one element

may be selected).

33. The system should permit the use of “radio buttons” (grouped binary data in which only one element may

be selected).

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34. The system should permit the sender to make data elements “required” or “optional” for specific

recipients.

35. The system should be able to print out electronically signed documents when needed by a user.

36. The proposed solution should be able to generate e-Signature workflows from a mail merge process using a

comma-separated values (CSV) file and/or Microsoft Excel format.

37. The proposed solution must not require an agent to be present to function on an end-user device and does

not require any specific settings on the endpoints to operate.

38. The solution should not require significant network architecture changes to the college networks.

39. The solution must provide a highly functional, HTML5 compliant centralized web management console for

the management of the proposed solution.

40. The system should have the ability to run status reports and/or dashboards of different signature

documents. These can include reports and dashboards on documents, recipients, and/or usage.

Information Security Requirements:

1. The proposed solution must provide a role-based access that is secure, flexible, audited, and fine-grained.

2. Must be able to support multiple levels of permissions to prevent separate departments and group of users

from accessing each other’s data and business processes.

3. The solution uses prior authentication modes to confirm the identity of the remote signer before allowing

the person to access the online document(s).

4. Depending on the sensitivity and security requirements of the college document(s), the solution should be

able to require a remote signer to provide additional authentication types (i.e. email, password, SMS text

message, etc.) to improve the level of authentication assurance.

5. Offer multiple authentication options to authenticate the remote person(s) signing the document. Available

options should include email, AD password, PIN code, digital certificate, third-party authentication

protocols, Shared Secret, Phone-based authentication, digitized signature, Third-party web-identity

authentication, knowledge-based authentication and third party identity confirmation service.

6. Altering or tampering with an electronically signed document should invalidate the authenticity of the

document and the signatures. When viewing an altered document, it should be clearly marked as being

invalidated.

7. The solution must support single sign-on for user account management. The system must provide a

mechanism for both automated and manual addition and removal of user accounts without vendor

intervention.

8. The college expects the e-Signature solution provider to keep a copy of electronically signed documents in

its secure cloud storage for at least two years. The college may reduce this duration in its own discretion.

9. The solution must use secure, computer-generated, time-stamped audit trails to independently record the

date and time of operator entries and actions that create, modify, or delete electronic records.

10. The vendor must ensure the college data and records are always protected from unauthorized access. This

will include vendor’s own staff that may have access to systems that store or transport college data.

11. The system should be able to restrict or enable user access to e-Signature templates, or shared documents,

or to retrieve documents based on groups defined by the college. It must also permit granting different

levels of user privileges based on groups (or roles) defined by the college.

12. All e-Signature solution operations and communications must adhere to security standards and industry

best practices. The proposed solution should not pose a security or operational risk to the college.

13. The solution should be immune to denial-of-service attacks or other types of security threats that may

hinder or cease the operation of the proposed solution’s functionality.

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14. Must interoperate with the college's SIEM solution (LogRhythm) to store its logs and other operational data

for an extended period of time (minimum 12 months). The vendor must provide a realistic estimate of

annual data storage requirements for this purpose.

15. Must support all Microsoft and other enterprise authentication technologies and standards (i.e. Windows

Active Directory, ADFS, SAML 2.0, OAuth 2.0, etc.).

16. Must support premises and cloud-based multi-factor authentication solutions to improve the security

posture of the college.

17. Must provide analytics, reporting, and notification functionality to alert college staff about suspicious

activities that affect college data hosted on the vendor’s solution.

Requirements for Cloud Hosted Solutions:

1. All college information (data and underlying processes) must remain within the continental US.

2. The solution must be hosted on minimally tier-3 data center (please refer to

https://en.wikipedia.org/wiki/Data_center#Data_center_levels_and_tiers for the definition of the Tier-3

data center).

3. The solution provider (and its hosting provider if it is applicable) must be SOC Type 2 compliant. SOC 2

compliance is a minimal requirement in order the college to consider the proposed solution.

4. The vendor must have an up-to-date disaster recovery and information security plans for the proposed

solution. If the solution is hosted on a third-party data center, the solution provider and the hosting party

must have up-to-date disaster recovery and information security plans for the proposed solution. College

reserve the right to review these plans for the proposed solution.

5. The Monthly Uptime Percentage for the proposed solution must be at least 99.982% (Standard for Tier-3

data centers).

6. All college data (in transit and at rest) should be encrypted using industry standard AES-256 Bits encryption.

7. The vendor must safely dispose the requested college information from its hosted solution and systems

when the college requires based on its retention policies.

8. When e-Signature solution is upgraded to a newer version by the vendor, the vendor must provide

continued support for the older e-Signature solution for minimum 6 months in order for college business to

make an easier transition to the new version.

9. The vendor must comply with the college's requirements for cloud-based service providers in order to

qualify to host the protected and sensitive college information in a cloud environment.

10. The vendor must provide Service Level Agreements (SLAs), and problem escalation and management plan

to the college for review.

11. The vendor must provide a schedule that shows service outages, routine maintenance timeframes, service

upgrades and planned changes to the cloud computing services for this calendar year.

Integration and Compatibility Requirements:

1. Must integrate and interoperate with the college’s existing Active Directory and ADFS infrastructure

services to authenticate college users to utilize workflows to sign the document(s).

2. Integration with current college web applications is highly desired and the e-Signature solutions that

provide this level integration with the identified college online applications will be preferred.

3. Must support Microsoft SharePoint Server 2013 & 2016 and Dynamic CRM forms.

https://en.wikipedia.org/wiki/Data_center#Data_center_levels_and_tiers

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4. The proposed solution must provide an API and/or web services integration for the college to create

additional functionality by writing custom applications that can interface with the solution provider’s

workflow, data and document repositories to transform college operations.

5. The eSignature solution must be compatible with the college software. Please see exhibit A for the listing of

the college application.

6. The solution must be able to utilize established application program interfaces (APIs) that move data

between systems (in bulk) or as web services-based transactions.

7. The vendor should also list all third party products and services that the e-Signature solution integrates and

interoperate out-of-box. If the e-Signature solution supports both on-premises and cloud-based versions of

a product or service, please indicate if there is any feature parity difference or support between these

versions.

8. The vendor should provide detailed pricing information if the API or Web Services based connectivity is

separately priced.

Desired Features

1. The solution is desired to be compatible and interoperable with the college’s document management

system, Hyland Perceptive Content (formerly ImageNow). The vendor should make captured e-Signature

documents available to be uploaded into the college’s document imaging system (Hyland Perceptive

Content) and provide full audit trail for these automated operations.

2. It is highly desired that the proposed solution provides same e-Signature integration capabilities to on-

premises version of Microsoft Sharepoint 2013/2016 and Dynamic CRM as it may do to cloud versions.

3. It is highly desired that the proposed solution allow the college to establish web forms on the vendor’s

system for data collection prior to initiating an e-Signature workflow. This collected data can be

subsequently imported into an e-Signature document workflow to be further processed. This capability will

provide automation and increases efficiency.

4. Per e-Signature transaction-based pricing is not favored by the college. The college would like the proposed

solution to provide an unlimited number of e-Signature transactions to the college as an alternate pricing.

5. Provide capability to capture the remote signer’s device/system information for additional security

measures and operational support. Some of this information may include installed operating system,

browser information, IP address, network card, etc. Make this captured data available to the college.

6. Support for multiple branding. For example, provide different branding for different departments.

7. The solution should also copy the information entered by the recipient into any additional field requiring

the same data elsewhere within the packet.

8. The solution should store any data entered into the documents, and make these data available and

retrievable by the college when it is needed.

9. The college needs to be able to create new document fields that can be used across different workflows

and able to replicate the captured data across multiple documents.

10. Enables the college to extract all or partial data and metrics within the vendor’s proposed solution without

any additional cost to the college.

11. Separate the administrative console from the end-user web interface.

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12. The system should have the capability of conditionally controlling whether a specific data element in the

document is available to the user to be filled. The conditions should include the existence of specific data,

no data, or any data in a previous data field.

13. The system should have the capacity to do basic math (add, subtract, multiply, divide) numeric data entered

into data elements.

14. The system should have the capability to do logical comparisons (i.e. >, =,

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g. Demonstrate prototype solution by showing the solution’s capabilities and how it relates to the college’s

requirements.

h. Describe how the solution works for a system and/or device failure.

i. The vendor must provide a summary of known outstanding bugs associated with the current solution

(hardware and/or software).

j. During implementation, the vendors must work in such a manner that college business is not affected in

any way. If emergency network downtime is inevitable to deliver the proposed solution, at least 15 days

prior written notice is required by the college.

k. It is the vendor’s responsibility to install, configure, integrate, train the end-users and system administrators

and create the required document workflows to complete the solution as per college business schedule.

3.2.2 Availability and Business Continuity

The college’s information systems operate as a ‘virtual campus’, where users access these systems from any place at

any time. The proposed design is expected to prevent possible single points of failure within the system.

3.2.3 Deliverables

a. The selected e-Signature solution will be fully implemented and integrated with the college’s information

technology systems by the vendor’s authorized professional services team and/or its certified partners on

provided schedule satisfying all the requirements of this RFP and its addenda.

b. Project implementation plan

c. End-user manual

d. System Administrator/Technical manual

e. Knowledge transfer

f. Training

3.2.4 Management and Monitoring

a. Provide notification capability to alerts appropriate college staff for suspicious events and systems failures

via phone, text messaging, email etc.

b. Configure logging capability to ingest the logs from the solution into the college’s SIEM systems

(LogRhythm). The proposed solution’s operational and error logs need to be configured for this purpose.

c. Configure the college’s monitoring tool (i.e. Nagios) to monitor the availability of this new system.

3.3 Security and Audit The solution should not cause security vulnerabilities.

3.4 Training and Support

3.4.1 Training

a. Provide vendor’s certified training for a group of CCAC employees to be trained to configure, operate and

maintain the proposed solution. The assumptions about the proficiency of the CCAC personnel must be

noted. CCAC may use these vouchers at any point in time.

b. The vendor must provide product documentation and information that will assist the college staff in

learning how to create additional e-Signature documents and incorporating document routing capabilities

into these new documents.

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c. The vendor will provide learning materials and training for end-users and administrators.

d. Provide a list of electronic and printed documentation provided for installation, operation, use, and

administration of the whole solution.

e. In addition to formal training, the college requires the vendor to provide on-site training of key concepts

which are specific to the proposed solution. The vendor must specify the type of training provided.

f. Specify and describe any help files provided by the system, and whether they can be customized for CCAC.

3.4.2 Support

a. The vendor must provide several customer service levels, including off-hours customer support.

b. Describe if and how you will provide 24 x 7 support and the timeframe of guaranteed initial response time.

c. Specify whether you will provide on-site support for initial installation.

d. Describe other services for maintaining the solution in a supported state.

3.4.3 Project Management

The selected vendor will:

a. Establish and manage a formalized project delivery approach to successfully implement this project.

b. Develop a Project Management Plan that includes

i. Project objectives and success criteria

ii. Deliverables

iii. Role/responsibilities

iv. Contact information

v. Communication protocols

vi. Associates project schedule

c. Attend and participate in all project related meetings as necessary and will be responsible for assuring

meeting minutes are produced and distributed to the project management team.

4.0 SCHEDULE OF EVENTS RFP release.................................................................................................................................. May 2, 2018

Close date for RFP questions....................................................................................................... May 9, 2018

Proposal due 2:00 PM………........................................................................................................ May 15, 2018

Contract signed (estimated)....................................................................................................... May 25, 2018

Implementation to begin (estimated)........................................................................................ May 28, 2018

Project completed by................................................................................................................. June 18, 2018

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REQUIRED SUBMITTALS

The College requires that responses to this solicitation contain the following information:

SUBMITTAL FORM –1: Vendor must complete, sign, and submit this page with their proposal response.

PRICING SUMMARY PAGES: Submit all pricing pages. REQUIRED DOCUMENTATION: Submit all documentation and support materials as may be

described throughout this RFP. REFERENCES – submit at least three customer references for similar units sold. MBE/WBE PARTICIPATION: CCAC encourages the participation of minority and women-

owned businesses in all of its contracts and is committed to providing maximum opportunities for qualified minority and/or women-owned business enterprises (“MBE/WBEs”) to participate in its work. Bidder agrees (1) if qualified, to take reasonable and timely steps to obtain appropriate certification as an MBE and/or WBE, (2) to ensure that MBE and/or WBEs are appropriately considered as subcontractors and/or suppliers under this Agreement; and (3) to report moneys spent for MBE and/or WBE subcontractors and/or suppliers for work as CCAC may from time to time reasonably request. CCAC’s goal for MBE/WBE participation is 15%. Please provide documentation as to your firm’s good faith effort to reach this goal by describing all applicable details of MBE/WBE participation that may be included in the resulting agreement.

II. GENERAL SUBMITTAL REQUIREMENTS

All proposal responses, inclusive of the required submittals and all other documentation, must be submitted in hard copy and either mailed, delivered by private carrier, or hand-delivered (no fax or electronic responses).

PROPOSAL DEADLINE: Proposals are due by 2:00 p.m. on Tuesday, May 15, 2018. (Proposals received late will not be considered by the College.)

One original and one electronic copy (via disk or flash drive) of such shall be appropriately identified and delivered to: Community College of Allegheny County, Purchasing Department – Attn: Michael Cvetic, 800 Allegheny Avenue, Pittsburgh, PA 15233

Proposals shall clearly indicate company name, full address, contact person, phone number, fax number and e-mail address.

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Proposals must contain the original signature of a duly authorized officer or agent of the company submitting the proposal.

Any/all information/language that is proposed to be incorporated into any final agreement shall be submitted with the Vendor’s response.

All costs incurred in preparing a response shall be at the Vendor’s expense.

III. VENDOR REPRESENTATION / WARRANTY

Any responding Vendor, by submitting a proposal, specifically represents and warrants that it has and shall possess, and that its employees, agents and subcontractors have and shall possess, the required education, knowledge, licenses, experience and character (all as may be applicable to this RFP) necessary to qualify them individually for the particular duties they perform. CCAC shall reserve the right to inspect and/or evaluate any potential awardee’s facility, physical equipment, staff, and all matters that may bear upon the ability to successfully perform the scope of work. CCAC shall conduct interviews of Vendors as needed to evaluate qualifications. Should CCAC reasonably find that any Vendor does not have the capacity to perform the work, CCAC may reject the Vendor’s proposal.

IV. GENERAL TERMS AND CONDITIONS OF THE AWARDED CONTRACT The following terms and conditions shall apply to any resulting contract. Any terms and conditions of a responding Vendor that are in conflict with the College’s terms and conditions, inclusive of any specific contractual requirements, must be identified within the Vendor’s response. CCAC may negotiate the inclusion, exclusion, or alteration of any language, terms, pricing, or conditions prior to the issuance of a signed contract or throughout the term of the contract. The final contract shall incorporate this RFP document, the College’s Master Service Agreement (refer to “Appendix A”) and any proposal submitted by the successful Vendor and accepted by the College. Vendors are cautioned that although the Vendor’s terms may be submitted for consideration, the College reserves the right to negotiate its preference of the same, or otherwise reject the Vendor’s proposal if the College is not able and willing to agree to the Vendor’s terms.

A. INVOICING/PAYMENT PROVISIONS: The College’s payment terms shall be thirty (30) days from

the date the Contractor’s invoice is properly presented and received. Invoices may be submitted only in accordance with deliverables that have been appropriately accepted by the College’s terms as conditioned herein.

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B. TERMINATION PROVISIONS:

a. The awarded contract may be terminated in whole or in part in writing by the College in the event of the failure by Contractor to fulfill its obligations under the terms and conditions of the contract, or in the event that the Contractor breaches any provision of the agreement (in the College’s opinion), provided that no such termination shall be effective unless Contractor is given three (3) calendar days' written notice of intent to terminate, delivered personally or by certified mail, return receipt requested, and an opportunity for consultation with the College prior to termination.

b. Upon receipt of a termination notice pursuant to the foregoing paragraph, Contractor shall promptly discontinue all services affected unless otherwise directed by the notice of termination.

c. Upon termination pursuant to the foregoing paragraphs, the College may take over the work and prosecute the same to completion by agreement with another party or otherwise. Should Contractor fail or refuse to comply fully and faithfully with the terms, conditions and stipulations of the resulting agreement, College shall have the right at their notion to cancel, annul and declare void the award and the contract without any liability whatsoever on the part of College. The College shall be the sole judge as to whether or not Contractor has fully and faithfully complied therewith. College shall have the further right before or after any such cancellation to recover by law from Contractor any and all damages sustained by reason of non-compliance with or breach of the contract by Contractor.

d. Upon termination, an equitable adjustment of the fee shall be made, which shall not include any profit for services or other work performed. The Contractor acknowledges and agrees that it shall not be entitled nor shall it make a claim for lost profits or loss of anticipated earnings because of termination.

C. INDEPENDENT CONTRACTOR STATUS: It shall be expressly agreed that vendor’s status

hereunder an award is that of an Independent Contractor. Neither Contractor, nor any person hired by Contractor, shall be considered employees of the College for any purpose.

D. AUTHORITY TO BIND: In the performance of the awarded services, Contractor agrees that

the Contractor shall not have the authority to enter into any contract or agreement to bind the College in any way and shall not represent to anyone that the Contractor has such authority.

E. GOVERNING LAWS: Any resulting agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania.

F. TIME IS OF THE ESSENCE: Time is of the essence with respect to performance of the terms

and conditions of this RFP and any resulting contract.

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V. EVALUATION AND AWARD OF PROPOSALS:

A. While each proposal shall be considered objectively, CCAC reserves the right to accept or reject any proposal and to waive any formalities, informalities or technicalities in the RFP process at its own discretion.

B. CCAC will not be bound by oral explanations or instructions given by any CCAC employee

or agent at anytime during the competitive proposal process or after award. Only modifications to specifications issued in writing by way of an addendum shall be valid.

C. CCAC reserves the right to award this RFP in any manner that is determined to be in its best

interest. D. The issuance of the College’s award letter and /or subsequent purchase order(s) shall

constitute the award of any accepted proposal.

VI. CONTRACTOR INTEGRITY PROVISIONS

The awarded Contractor must agree and abide by the following integrity, confidentiality and non-disclosure provisions:

COLLEGE’S INTERESTS: Contractor agrees that it will not during the term of the resulting agreement engage in any activity which is contrary to and in conflict with the best interests, goals and purposes of the College.

CONFIDENTIALITY: The Contractor shall not disclose to others any confidential information gained by virtue of the proposal process and the resulting contract.

COMPLIANCE WITH APPLICABLE LAW: The Contractor shall maintain the highest standards of integrity in the performance of the contract and shall take no action in violation of state or federal laws, regulations, or any other requirements that govern contracting with the College.

VII. PREVIOUS PERFORMANCE: Contracts will not be awarded by the College to any corporation, firm or individual that has failed in any former contract with the College to perform or complete work or, in the College’s sole judgment, to satisfactorily deliver or provide the quality of materials, fulfill a guarantee(s) or complete work in accordance with the schedule for such prior contract.

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COMMUNITY COLLEGE OF ALLEGHENY COUNTY

INSURANCE AND INDEMNIFICATION REQUIREMENTS

FORM B (awardee only)

Indemnification. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless the

Community College of Allegheny County (CCAC), its agents, officers, employees, and volunteers from and against all

claims, damages, losses, and expenses (including but not limited to attorney fees and court costs) to the extent

directly arising from the acts, errors, mistakes, omissions, work or service of Contractor, its agents, employees, or any

tier of its subcontractors in the performance of this Contract. The amount and type of insurance coverage

requirements of this Contract will in no way be construed as limiting the scope of indemnification in this Paragraph.

Insurance. Contractor shall maintain during the term of this Contract insurance policies described below issued by

companies licensed in Pennsylvania with a current A.M. Best rating of A- or better. At the signing of this Contract, and

prior to the commencement of any work, Contractor shall furnish the CCAC Procurement Department with a

Certificate of Insurance evidencing the required coverages, conditions, and limits required by this Contract at the

following address: Community College of Allegheny County, Procurement Department, 800 Allegheny Avenue,

Pittsburgh, PA 15233.

The insurance policies, except Workers’ Compensation and Professional Liability (as applicable), shall be endorsed to

name Community College of Allegheny County, its agents, officers, employees, and volunteers as Additional Insureds

with the following language or its equivalent:

Community College of Allegheny County, its agents, officers, employees, and volunteers are hereby named as additional

insureds as their interest may appear.

All such Certificates shall provide a 30-day notice of cancellation. Renewal Certificates must be provided for any

policies that expire during the term of this Contract. Certificate must specify whether coverage is written on an

Occurrence or a Claims Made Policy form.

Insurance coverage required under this Contract is:

1) Commercial General Liability insurance with a limit of not less than $1,000,000 per occurrence for bodily

injury, property damage, personal injury, products and completed operations, and blanket contractual coverage,

including but not limited to the liability assumed under the indemnification provisions of this Contract.

2) Automobile Liability insurance with a combined single limit for bodily injury and property damage of not

less than $1,000,000 each occurrence with respect to Contractor’s owned, hired, and non-owned vehicles.

3) Workers’ Compensation insurance with limits statutorily required by any Federal or State law and

Employer’s Liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee,

and $500,000 disease policy limit.

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14.0 SUBMITTAL FORM

SUBMITTAL FORM - page 1 of 3

All responses must be typewritten or printed. If an explanation is requested or additional space is required, please include

additional pages as required and sign each additional page. The signatory represents and warrants the accuracy of all

information and responses provided on this form. Failure to submit a fully completed Submittal Form may cause the proposal

to be deemed non-responsive and disqualified from further review. If a change occurs which would necessitate a modification

of any response, the proposer should submit an updated form to the CCAC Procurement Department within thirty (30)

calendar days.

GENERAL INFORMATION

1. Legal Name of Organization:

2. Principal Office/Business Address:

Street Address:

City/State:

Zip Code:

3. Business Phone Number:

4. Fax Number:

5. Website Address:

6. Location of Branch Offices:

7. Years in Business:

8. Number of Employees:

9. Federal Employer Tax ID No.:

ORGANIZATION STRUCTURE

1. Type of Business Entity (check one):

Corporation Partnership Other (please attach document describing ownership structure)

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SUBMITTAL FORM – page 2 of 3

2. Corporation Information (if applicable):

Date of Incorporation:

State of Incorporation:

President:

Vice-President(s):

Secretary:

Treasurer:

3. Partnership Information (if applicable):

Date of Organization: Type (limited;

general):

Name/Addresses of Partners:

4. Are you a certified M/W/DBE?

If “YES”, list certification number and classification:

5. Indicate whether you anticipate subcontracting any portion of these services, and the names and addresses of

any proposed subcontractors:

6. List any and all other legal and DBA names under which your firm has operated during the past ten (10) years,

including dates when used and the reasons for the subsequent change in name(s):

7. State whether any firm owner, partner or officer has operated a similar business in the past ten (10) years.

Include the names and addresses of each such business:

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SUBMITTAL FORM – page 3 of 3

CONTACT INFORMATION FOR RFP RESPONSE

Please provide the requested information for the individual(s) responsible for preparing your organization’s response to this

RFP and/or to whom requests for additional information or clarification should be directed:

Name:

Title:

Address:

City/State/Zip:

Phone Number:

Fax Number:

Email:

ACKNOWLEDGMENT AND SIGNATURE

The undersigned, having carefully examined all sections and attachments to this Request for Proposal (RFP), does hereby offer

to furnish all labor, materials, equipment, supplies, insurance and any bonds specified, and all services necessary to fulfill the

requirements set forth in the RFP. The undersigned further represents and warrants by its signature below that it has fully

reviewed and understands all elements of the RFP, that all information submitted by it or included with its proposal, including

all responses on this Submittal Form, is truthful and accurate, and that it agrees to be bound by all terms and conditions set

forth in the RFP, any resulting addenda, and its attachments.

STATEMENT OF NON-COLLUSION

The undersigned also certifies that this proposal is made without previous understanding, agreement or connection with any

person, firm, or corporation making a proposal on this same service and is in all respects, fair and without collusion or fraud.

Company Name:

Signature of

Representative:

Printed Name of

Representative:

Title:

Date:

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15.0 PERFORMANCE BOND REQUIRMENTS

Performance Bond Required of Awarded Vendor – $10,000.00

Must use the college’s form on the next page.

In lieu of a performance bond, the awarded vendor may submit either a certified or cashier’s check or an

Irrevocable Letter of Credit in the amount of $10,000.00.

Irrevocable Letter of Credit shall be as follows:

A contractor or supplier to the Community College of Allegheny County may substitute an

Irrevocable Letter of Credit in lieu of a Performance Bond. If this option is chosen by the contractor

or supplier, the Irrevocable Letter of Credit must include the following terms.

a. The terms of payment must be stated as follows:

“The drafts must be accompanied by your (CCAC) signed statement certifying that the

contractor has not performed satisfactorily in accordance with the specifications and conditions

of the contract.

Unsatisfactory performance will be determined solely by the Community College of Allegheny County”.

b. The Irrevocable Letter of Credit must be payable and confirmed through a correspondent

bank headquartered within the United States and which has total assets of at least $5 billion.

Any performance bond, certified/cashier’s check, or Irrevocable Letter of Credit submitted by the awarded

vendor shall remain in effect (certified/cashier’s check held by CCAC) for a period of ninety days beyond

the final date of acceptance and signoff by CCAC.

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16.0 PERFORMANCE BOND (awardee only)

COMMUNITY COLLEGE OF ALLEGHENY COUNTY

800 Allegheny Avenue, Pittsburgh, Pennsylvania 15233

BOND NUMBER____________

PERFORMANCE BOND

Know all men by these Presents that we __________________________________________________

(hereinafter called “Principal”) as Principal, and __________________________________________________

authorized to do business in the Commonwealth of Pennsylvania (hereinafter called “Surety”) as Surety, are

held and firmly bound unto the Community College of Allegheny County, through its Board of Trustees,

_____________________________ in the sum of____________________________________________

to be paid to the said College aforesaid, its certain attorney, or assigns. To which payment will and truly be made,

said principal and said surety to bind themselves, their respective successors or assigns jointly and severally,

firmly by these presents.

WITNESS our hands and seals, the ____________day of ________________________ the year of our Lord 2009.

WHEREAS the above bounded____________________________________________________________

has filed with the Community College of Allegheny County proposals for the ______________________

_______________________________________The Condition of the above Obligation is such that if the said

____________________________shall perform _________________________________________ In

accordance with the agreement between ____________________________________________________ and

the Community College of Allegheny County of even date herewith and the specifications and proposals attached

to and made part of the agreement, shall indemnify and save harmless the said Community College of Allegheny

County from all liens, charges, demands, losses and damages of every kind and nature, whatsoever. Then this

obligations to be void, otherwise to be and remain in full force and virtue.

Attest: CONTRACTOR (SEAL)

SECRETARY PRESIDENT

Signed, Sealed, and Delivered in presence of:

(SEAL) SURETY COMPANY

WITNESS ADDRESS

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Pricing Page (provide pricing as applicable)

Note: Attachments may be provided

In addition to this Pricing Summary Page, vendors must submit complete and itemized listings of

all proposed charges (i.e.: equipment, parts, and materials; software, shipping; labor, installation,

integration, and implementation; maintenance options; etc.). Systems proposed must be fully

functional. The cost of any omissions will be the responsibility of the vendor.

Lump Sum Hardware Cost $

Lump Sum Software Cost $

Lump Sum Labor, Installation, Integration,

Implementation, Testing, Training, and Other Costs

$

Grand Total $

Annual Hardware and Software Maintenance Options (if applicable):

24 x 7 x 4 $

24 x 7 x NBD

$

8 x 5 x NBD $

Name of company submitting proposal:

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17.0 APPENDIX A MASTER SERVICES AGREEMENT (awardee only) THIS MASTER SERVICES AGREEMENT ("Agreement") is made and entered into as of this ____ day

of _____________, 2017, by and between Community College of Allegheny County, with a business

office located at 800 Allegheny Avenue, Pittsburgh, PA 15233 (hereinafter referred to as the “College”),

and the company or business listed on the signature page hereto (hereinafter referred to as “Contractor”).

RECITALS

WHEREAS, the College has issued a Request for Quotation, Proposal Solicitation, Request for Proposal,

and/or a Purchase Order (hereinafter individually and collectively referred to as the “Order”), pursuant to

Proposal No.

which College seeks to procure certain work and services, as more fully described on the Order; and

WHEREAS, Contractor has submitted a proposal to the College to provide the services described in the

Order, a copy of which is attached hereto as Exhibit A (hereinafter the “Proposal”) and incorporated by

reference;

WHEREAS, the College desires to engage Contractor to provide the services, pursuant to and in

accordance with the terms and conditions that this Agreement set forth herein.

NOW, THEREFORE, in consideration of the premises and covenants that this Agreement contains, the

receipt and adequacy of which are hereby acknowledged, the parties, intending to be legally bound, agree

as follows:

1. Term. The term of this Agreement shall be as specified in the Order unless otherwise stated in the

section below. If no date is specified, this Agreement shall begin with the date first stated above and

terminate upon satisfactory completion of the services described herein.

2. Services. Contractor shall fully and faithfully perform the work and services described in the Order and

the Proposal and any specifications, scope of work or other documentation attached thereto. Contractor

warrants that all work and services performed by or on behalf of it under this Agreement will conform to

all terms and specifications set forth in the Order and in the Proposal.

3. Price/Fees: The College shall pay Contractor for the services and work performed by Contractor in

accordance with the fees and/or prices set forth in the Proposal.

4. Terms and Conditions: This Agreement, and the services to be performed by Contractor hereunder, will

be subject to and governed by College’s Standard Terms and Conditions for the Purchase of Goods and

Services (“Master Terms”), which are incorporated herein by reference. The Master Terms can be viewed

and downloaded at https://www.ccac.edu/Terms_and_Conditions.aspx. By signing below, Contractor

acknowledges its receipt and acceptance of the Master Terms.

5. Insurance Requirements: In addition to the Master Terms, Contractor shall comply with the insurance

and indemnification requirements set forth on Exhibit B, which are incorporated herein by reference. Prior

to commencing performance of the Services, Contractor shall furnish to the College a properly executed

https://www.ccac.edu/Terms_and_Conditions.aspx

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certificate(s) of insurance which evidence all insurance required by Exhibit B. Said certificate(s) of

insurance shall be attached herein as Exhibit C.

6. Assignment. Contractor may not assign or subcontract this Agreement or its performance thereof, in

whole or in part, without the College’s prior written consent.

7. Entire Agreement; Modification. This Agreement, together with the Exhibits and other documents

referenced and incorporated herein, sets forth the entire agreement of the parties on the subject matter

hereof and supersedes all previous or concurrent agreements between them, whether oral or written. Any

proposal, quotation, acknowledgment, confirmation or other writing submitted by Contractor to the

College shall not be deemed to amend or modify this Agreement, and will be of no legal effect except to

the extent that it serves to identify the work and services to be performed by the Contractor. This

Agreement, and the terms set forth in the Master Terms, will control over any conflicting terms or

provisions contained in any proposal, invoice or other documentation submitted by Contractor to College.

The terms of this Agreement may not be modified or changed except by a writing that both parties sign.

This Agreement shall inure to the benefit of the College and Contractor and the College’s successors and

assigns.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first above

written.

CONTRACTOR:

By: __________________________ Signature: __________________________

Title: __________________________ Date: ___________________________

COMMUNITY COLLEGE

OF ALLEGHENY COUNTY:

By: _____________________________ Signature: ___________________________

Title: _______________________________ Date: _____________________________

EXHIBITS - The following Exhibits are attached hereto and made a part of this Agreement for all

purposes:

Exhibit A - Contractor’s Proposal Response

Exhibit B - Insurance Requirements

Exhibit C - Contractor’s Certificate(s) of Insurance.

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SUBMITTAL FORM - 1

By submitting a proposal the Vendor acknowledges that following items are hereby understood and agreed to: The undersigned, having carefully examined all sections and attachments to this Request for Proposal does hereby offer to furnish all labor, materials, equipment, supplies, insurance and bonds specified, and services necessary to fulfill the contract in accordance with the RFP which is/are hereby acknowledged by the signature below.

STATEMENT OF NON-COLLUSION

Finally, the undersigned also certifies that this proposal is made without previous understanding, agreement or connection with any person, firm, or corporation making a proposal on this same service and is in all respects, fair and without collusion or fraud.

SIGNATURE OF OFFEROR

(Must be signed by a duly authorized officer or agent of the responding company.)

Company Name

_______________________________

Signed by

_____________________________

FEIN

_______________________________

Name (printed)

_____________________________

Address _______________________________ Title _____________________________

_______________________________

Telephone

_____________________________

Zip + four

_______________________________

Fax

_____________________________

Date _______________________________ E-mail _____________________________

1

Internet/Computer Usage Policy

Prohibited Sites Non-Employees/Non-Students shall use the Internet and electronic mail for appropriate business related purposes only. Certain websites are absolutely prohibited at all times, such as sites containing pornography or advocating discriminatory, hateful or violent actions. The receipt or transmission of obscene, illegal, violent, discriminatory or other information that may result in harassment or defamation are strictly forbidden at all times. Personal Use during Business Hours Access of non-business web-sites or use of e-mail for personal use during business hours is discouraged and may result in lost privileges. The College system shall not be used to circulate or forward jokes, inspirational material, or other business non-college related items. Mass e-mailings, even for College-related messages, are rarely appropriate and solicitations are strictly prohibited. Whether a Non-Employee/ Non-Student has abused the College’s authorization for internet access is determined by the college. Expectation of Privacy Internet communications should not be expected to remain private and confidential. Computers and related equipment are College property provided for each Non-Employees/Non-Students legitimate business use. All messages sent on electronic and telephone communication systems provided by the College remain the property of the organization. As such, the College reserves the right to access, intercept, and disclose the content of any message or deleted message with or without permission, prior or otherwise. The Non-Employee/Non-Student does not have any expectation of privacy or preservation in any e-mail messages or their content in any aspect of any computer system provided, owned or controlled by the College. Inappropriate Material or Messages E-mail and the Internet shall not be used to communicate, forward, duplicate, or retrieve any discriminatory, offensive, disruptive, obscene, sexually oriented, inflammatory, violent, or otherwise inappropriate material or messages. Such material or messages shall not be uploaded, downloaded, stored, sent, or received from or using any component of any computer system provided, owned or controlled by the College. E-mail, the Internet, and any component of any computer system provided, owned or controlled by the College shall not be used to harass or stalk any person or group or to create or contribute to a discriminatory or hostile work environment. Non-Employees/Non-Students are required immediately to report any activity that violates this policy to a supervisor or the persons designated to receive and investigate harassment claims. Access Codes and Passwords All access codes and passwords are to be kept strictly confidential. Non-Employees/Non-Students should not provide access or passwords to any outside party. Confidential information should never be transmitted over the Internet without proper encryption. All software must be used in accordance with its license agreements and copyrights. No software may be loaded, downloaded or copied without first obtaining the permission of the College. No Non-Employee/Non-Student shall use College equipment or facilities knowingly to download or distribute pirated software or data. The College data and databases are private and confidential. No College databases or data may be uploaded or otherwise transferred to persons or entities outside the College without the prior written approval from the Network Services Manager in Information Technology Services. Duplication Consistent with the College’s ownership of its computers and servers, no Non-Employee/Non-Student has any expectation of privacy in any file or document stored, modified, or created on a College-owned computer, server, or similar device. Whenever a Non-Employee/Non-Student leaves the College for any reason, all files of the Non-Employee/Non-Student on College computers or servers, including, without limitation, email and files or documents on any drives, may be duplicated onto discs for storage, use and reference. Reporting to the System Administrator If any pornographic or unsolicited material appears or pops up on your computer screen, notify the Help Desk immediately. Do not open email or attachments to emails unless the sender is known and the Non-Employee/Non-Student is certain that neither the message nor the attachments are contaminated with a virus. Do not l