1. Seeds R US Inc.
REQUEST FOR PROPOSAL
PROJECT NAME: Inventory Tracking System (ITS)
8801 Crysler Avenue, Kansas City, Missouri 64138
Phone: (816) 358-7787 Fax: (816) 358-7700
seedsrus@live.com
July 13, 2011
Deborah Obasogie
Procurement Officer
2. Table of Contents
Request for Proposal: Inventory Tracking System..................................................................................... 1
1. INSTRUCTIONS TO BIDDERS.................................................................................................................... 1
1.1. General Description of Work............................................................................................................ 2
1.2. What Must Be Included with Bid...................................................................................................... 2
1.3. Schedule of Bid Period Activities...................................................................................................... 4
1.4. Location of Work.............................................................................................................................. 5
1.5. Basis for Bid Evaluation.................................................................................................................... 5
1.6 Ethical Standards............................................................................................................................... 6
1.7. List of Bidders................................................................................................................................... 6
1.8. Letter of Acknowledgment............................................................................................................... 6
2. DESCRIPTION OF WORK .......................................................................................................................... 7
2.1. Company.......................................................................................................................................... 7
2.2. Mission............................................................................................................................................. 7
2.3. Long Term Strategy.......................................................................................................................... 7
2.4. Purpose............................................................................................................................................ 8
2.5. Description....................................................................................................................................... 8
2.6. Objective.......................................................................................................................................... 9
2.7. Vision ............................................................................................................................................... 9
2.8. Specific Strategies .......................................................................................................................... 10
2.9. Requirements................................................................................................................................. 10
3. PRICING................................................................................................................................................. 11
3.1. Breakdown of Bid Price.................................................................................................................. 11
4. SPECIFICATIONS AND DRAWINGS......................................................................................................... 11
5. GENERAL CONDITIONS AND CONTRACT AGREEMENTS........................................................................ 12
Appendix A................................................................................................................................................ 13
Appendix B................................................................................................................................................ 14
Appendix C................................................................................................................................................ 15
Appendix D ............................................................................................................................................... 21
Appendix E................................................................................................................................................ 28
Appendix F................................................................................................................................................ 29
Appendix G ............................................................................................................................................... 31
Appendix H ............................................................................................................................................... 33
3. ITS 1
Request for Proposal: Inventory Tracking System
1. INSTRUCTIONS TO BIDDERS
Seeds 4 US Inc. requests your company to bid a proposal for services for the Internet
Inventory Tracking System. This will be a concept to design production. The purpose of this
Request for Proposal (RFP) is to provide a fair evaluation of all candidates and to provide the
candidates with evaluation criteria against which they will be judged. Bidders are cautioned to
read this entire RFP carefully and to comply with all directives to avoid disqualification from an
award.
From the RFP issue date of July 13th
, 2011, until an award is made and announced by
Seeds R US Inc., August 31st
, 2011, bidders are not allowed to communicate with any Seeds R
US Inc. employee or officials regarding this procurement, except at the direction of Deborah
Obasogie, the procurement officer in charge of the solicitation. Any unauthorized contact will
disqualify the bidder from further consideration of this RFP.
Bidder is to submit one (1) original proposal which is to be bound into a single document
and clearly marked “ORIGINAL”. Should a discrepancy arise between various copies of the
RFP, information contained in the “ORIGINAL” will prevail over conflicting information.
Bidder is to submit three (3) quality proposal copies, which are to be individually bound and
clearly marked “COPY”. A digital copy of the proposal is to be submitted on either a CD or flash
drive.
Bidders may withdraw proposals at any time prior to the due date/time with written
notification to the Seeds R US Inc. contact listed in Appendix A.
Seeds R US Inc. reserves the right to cancel this RFP, in whole or in part, at any time
before the opening of the proposals. Should it become evident during the evaluation of the
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4. ITS 2
proposals that it is no longer in the best interest of the company to make an award under this
solicitation, Seeds R US Inc. shall not be responsible for any costs incurred due to the
cancellation of the RFP.
Ownership of all materials and documentation originated and prepared for shall belong
exclusively to Seeds R US Inc. Trade secrets or proprietary information submitted by bidder
shall not be subject to public disclosure under the Missouri Freedom of Information Act. Any
confidential or proprietary data must be clearly marked
Bidder may offer alternative proposals; in which case each proposal will be evaluated by
Seeds R US Inc. as a separate option. Alternative proposals must be clearly marked.
1.1. General Description of Work
This solicitation is for an Inventory tracking system that will fulfill daily inventory
management needs of Seeds R US Inc. Additionally this system must be capable of handle
supply outages in high season to avoid customer complaints due to delays. The intent of this
system will allow timely input and access of seed catalogue data thus allowing for a more
accurate tracking of inventory. The procurement will be for the design stage only for
implementation may or may not be handled under a separate contract at a later date. Detailed
description of work and specifications are found in 2.0 Description of Work. Bidder must fulfill
all requirements by responding Yes/No and commenting when applicable. Bidders will be
evaluated on their responses to these requirements and their presentations.
1.2. What Must Be Included with Bid
Proposals must be mailed to: Seeds R US Inc., Purchasing Office, and Attn: Deborah
Obasogie, RFP- ITS – 07132011, 8801 Crysler Avenue. Seeds R US Inc. may make contact to
validate bidder’s information. Proposal must include a minimum of three (3) references where
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5. ITS 3
the bidder has successfully developed and implemented an inventory solution over the last three
(3) calendar years. Bidders must clearly identify the following for all references:
company/institution name; contact name, title, and telephone; contact email address; contact
mailing address; the size of the organization; dates and performance. References need to be
similar in size and scope.
Bidder shall provide documentation establishing the individual or company submitting
the proposal has the qualifications and experience to provide the system specified in this RFP,
including, at a minimum: a detailed description of any similar past projects, including the type of
system and dates the systems were provided; the client for whom the services were provided; and
a general description of the firm including its primary source of business, organizational
structure and size, number of employees, years of experience performing services similar to
those described within this RFP.
Bidders must clearly outline their fee structure including initial upfront costs and any
ongoing yearly maintenance, licenses, services and support fees. This document will be used as
the primary representation of each bidders cost/price, and will be used extensively during
proposal evaluations. Additional information should be included as necessary to explain in detail
the bidder cost/price, details found in the 3. Pricing section. Prices quoted in the proposal must
be FIRM and compliant with RFP specifications.
Bidders are required to make an oral presentation to clarify their proposal or to further
define their offer. Bidders should be prepared to send qualified personnel to the Seeds R US Inc.
location, at the bidder’s sole expense, to discuss technical and contractual aspects of the
proposal. See 4. Specifications and Drawings section for the detail of the documents to be
presented at a high level.
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6. ITS 4
Proposals should be prepared providing a straight-forward, concise description of
bidder’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness
and clarity of content. Unnecessarily elaborate brochures or other presentations beyond that
sufficient to respond to each section and beyond that sufficient to present a complete and
effective bid response are neither necessary nor desired. Proposals may not be corrected after the
Due Date/Time of July 18th
, 2011. Each envelope/package must be sealed and clearly marked
with the RFP number and RFP title found in Acknowledgment Letter found in Appendix A.
If bidder is unable or unwilling to submit a proposal, the bidder should as a courtesy
notify the Seeds RUS Inc. contact identified on the cover sheet via email to
obasogiegroup@live.com and provide a brief explanation for the “no-bid” prior to the due
date/time. Failure to extend this courtesy may jeopardize your consideration for receiving future
RFP’s.
If bidder is unable or unwilling to submit a proposal, the bidder should as a courtesy
notify the Seeds RUS Inc. contact identified on the cover sheet via email to
obasogiegroup@live.com and provide a brief explanation for the “no-bid” prior to the due
date/time. Failure to extend this courtesy may jeopardize your consideration for receiving future
RFP’s.
Bidders may withdraw proposals at any time prior to the due date/time with written
notification to the Seeds RUS Inc. contact listed on the Acknowledgment Letter found in
Appendix A.
1.3. Schedule of Bid Period Activities
Seeds R US Inc. will make every effort to adhere to the schedule detailed in Appendix E.
Please send proposal, along with other documents detailed in the 1.2 What Must Be Included in
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7. ITS 5
Bid section by August 12, 2011 by 5 pm. Bidders having questions, requiring clarification or
interpretation within this RFP must address these issues via email or in writing to the
procurement office. Deadline for questions and responses details are in the 1.3 Schedule of Bid
Period Activities section are July 19th and 20th
, 2011 respectfully. RFP revisions and responses will
be by written addendum and will be posted on website with the RFP at
http://seedsrus/depts/purchasing/ by July 28th
, 2011. Select the Request for Proposal link and the
specific number to show all documents available. August 12th
, 2011 is the deadline for references
checks, company profile and experience, and the cost/fee structure document. Bidder’s
notification presentation is August 17th
, 2011, while the presentations are August 18th
through
August 20th
, 2011. Technical capabilities reviews, detailed in 3.0 Pricing section, are scheduled
August 22-August 24, 2011. Bidders are responsible for checking the website often for any
addenda that may have been added. The intended date for award of the contract is August 31,
2011.
1.4. Location of Work
The location of the project site is at Seeds R US Inc., 8801 Crysler Avenue, Kansas City,
Missouri 64138. In addition to work, all shipments should be made to this address in the
attention of Deborah Obasogie, Purchasing Officer.
1.5. Basis for Bid Evaluation
All proposals submitted by the due date/time deadline will be evaluated by a committee
designated by Seeds R US Inc., who will be responsible for the selection of a firm (or firms) to
which a contract may be awarded.
If an award of contract is made, the respondent whose proposal, in the sole opinion of
Seeds R US Inc., which represents the best overall value to the firm will be selected.
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Evaluation Criteria for this RFP include, but not limited to:
Ability to meet requirements specifications – functionality, miscellaneous, technical and
licenses requirements
Reference checks
Qualifications and experience of proposed personnel and evidence of successful performance
with similar projects of same size and scope
Costs including fee structure
Demonstration, and oral presentation and interview, quality specifications and drawings at
product presentation. Appendix H depicts evaluation criteria checklist for bidders. A total of
300 points can be assessed for a bidder.
1.6 Ethical Standards
Include ethical standards that both Seeds R US Inc. and bidders are required to follow in
their relationships with one another prior to and after the award of a contract in the Instructions.
These standards often come from corporate procurement policies found in Appendix D, Terms
and Conditions. They include such items restrictions on discrimination, conflicts of interest
involving gifts and entertainment from suppliers and contractors to owner personnel as well as
ethnical conduct.
1.7. List of Bidders
Bidders involved in Seeds R US Inc. competitive bidding process are provided in
Appendix B for a detailed list of bidders.
1.8. Letter of Acknowledgment
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In order for bidder’s proposal to be considered, they must have returned the
Acknowledgement Letter, found in Appendix A, by July 18, 2011, 5 pm.
2. DESCRIPTION OF WORK
2.1. Company
Seeds 4 US Inc. delivers a variety of seeds to thousands of American gardeners.
Originally founded in Kansas City, Missouri in 2008, Seeds 4 US Inc. has become one of the
fastest growing mail-order gardening companies in the region. Though catalogs they offer a
complete line of flowers, ornamentals, roses, fruits, vegetables, perennials, annuals, seed-starting
materials, and garden tools.
Seeds R US Inc.’s pledge reads as follows: “Agriculture and seeds provide the basis upon
which our lives depend. We must protect this foundation as a safe and genetically stable source
for future generations. For the benefit of all farmers, gardeners and consumers who want an
alternative. We pledge that we do not knowingly buy or sell genetically engineered seeds or
plants.” Seeds R US Inc. believes wholehearted in pure and natural produce and sustainability.
2.2. Mission
Seeds R US Inc.’s mission is to encourage gardening as a lifestyle, to sustain the natural
world, and to improve the nation's health.
2.3. Long Term Strategy
Seeds 4 US Inc. long term strategy reads as: “The mechanical transfer of genetic
material outside of the natural reproductive methods and between genera, families or kingdoms,
poses great biological risks as well as economic, political, and cultural threats. We feel that
genetically engineered varieties have been insufficiently tested prior to public release. More
research and testing are necessary to further assess the potential risks of genetically engineered
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10. ITS 8
seeds. Further, we wish to support agricultural progress that leads to healthier soils, genetically
diverse agricultural ecosystems and ultimately healthy people and communities.”
2.4. Purpose
Currently Seeds 4 US Inc. use MS Access to track seed orders from a catalog. To reduce
the frequency of supply outages and customer complaints over delays, Seeds 4 US Inc. has a
need to design a new inventory tracking system that will streamline tracking of their catalog
orders and incorporate the latest web technology. Upon completion of the development, Seeds R
US Inc. will assume full responsibility for web site content maintenance and administration. All
content, coding and graphics will become the sole property of Seeds R US Inc.
The system was originally designed and implemented in 2008 and modified slightly in
2010 (see Appendix F for screen print, database content and table relationships). The system is
maintained with in-house resources.
2.5. Description
Create a flexible, informative system that is easy to maintain. It must be user- friendly
and allow for the tracking of inventory levels by capturing manual input of orders and new
inventory purchases from suppliers. It must be able to track the cost and sales value of each
inventory item separately as well as categorize each inventory item into user specified groupings.
It must provide user transaction forms for logging a sale and creating an order. In addition, the
system must list low inventory and which items need to be reordered through a supplier as well
as the day’s sales so far.
Activities to be performed by the system include:
Centralized view of inventory levels, reorder status and day’s sales.
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Customer, supplier and inventory information forms with a mix of required and option
information, enabling template owners to capture as much data as required for these three
groups.
Easy to use transaction form for logging a sale of an inventory item, including automated
calculation within the form of Quantity in Inventory and Transaction Value (cost of
purchased items). Sales users also enter in the sales price and additional information.
Create an order for new inventory with an easy to use form that shows documented purchase
price, quantity in inventory and calculated transaction value. The form also allows for entry
of expected delivery date, supplier and additional information to be entered regarding the
order.
Detailed inventory level transaction history including type of transaction, customer/supplier,
quantity, transaction price and transaction value.
For detail requirements regarding functional, miscellaneous, technical and license
requirements see 2.9 Requirements section.
2.6. Objective
Our primary objective is to build brand identity, awareness, and interest in the
organization and the services it provides.
2.7. Vision
Our vision is to:
Maximize web-based technology
Build customer loyalty and enhance vendor relationships
Improve system delivery and service
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Leverage human capital
Increase market share.
2.8. Specific Strategies
Our specific strategies include:
Increase awareness of Seeds 4 US Inc.’s mission and promote through system
Retain current customers and gain new ones
Strengthen relationships with community, partners, and donors
Attract qualified and diverse staff
Improve business efficiencies
Present comprehensive information and resources in an easy to use format
Integrate brand messaging
Deliver a consistence image
Deliver a scalable, maintainable foundation.
2.9. Requirements
To enable Seeds R US Inc. to determine the capabilities of a bidder to meeting bid
specifications, bidder shall review and respond to the questionnaire found in Appendix C.
Questionnaire components broken down into four requirements areas: functional, miscellaneous,
technical and license. Functional requirements address the basic features needed of the system;
miscellaneous requirements address the hardware, software, and environment structures needed
for the system; technical requirements address performance-related, reliability and availability
needs of the system; and license requirements address the licensing for the development system.
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All items require a response. Bidders taking exception to any requirement listed in the
questionnaire may be found nonresponsive or subject to point deduction.
Be prepared to discuss technical and contractual aspects of the proposal on August 18th
through August 20th
, 2011 at the Seeds R US Inc. location. See schedule, Appendix E.
3. PRICING
Seeds R US Inc. is requesting fixed price bids showing upfront, materials and labor costs,
in addition to cost by development phase. With this contract type the bidder accepts all the risks
and benefits associated with cost. Should there be cost over-runs, for example, the bidder is
contractually bound to complete the contract without additional funds. Conversely, should the
bidder complete the job at a lower cost, Seeds R US Inc. will be contractually bound to still pay
the full amount for the work. However, since the RFP only addresses the design phase and not
implementation of the project development Seeds R US Inc. found no need to set up additional
provisions to handle costs overruns.
3.1. Breakdown of Bid Price
Pricing information is found in Appendix H.
4. SPECIFICATIONS AND DRAWINGS
A portion of the technical and contractual aspects of the proposal will be conducted for
August 18th
, 2011 through August 20th
, 2011. The review of bidder’s specifications and drawing
that consists of the following documents. These documents are at very high level and the content
is of importance although the final document will be due during the design phase of project.
Seeds R US Inc. would like to ascertain if bidder will have appropriate and acceptable
deliverables.
Project Charter
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Business Requirements
Work Breakdown Schedule
Data and Entity Models
Data Flow Diagrams
Process Diagram
System Design
Technical Requirements
Risk Assessment
Schedule.
5. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
Appendix D outlines the list of terms and conditions that will govern the contractual
obligations of each party either from the issuance of a purchase order or completion of a signed
agreement.
.
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Appendix A
Acknowledgment Letter
Acknowledgment Letter for bid no. RFP-ITS-07132011
This solicitation is for an inventory tracking system that will fulfill daily inventory management
needs of Seeds R US Inc. Additionally this system must be capable of handle supply outages in high
season to avoid customer complaints due to delays. The intent of this system will allow timely input and
access of seed catalogue data thus allowing for a more accurate tracking of inventory. The procurement
will be for the design stage only; implementation may or may not be handled under a separate contract at
a later date.
Attention: Ava Hempstead Date: July 13, 2011
Receipt of the above captioned Request for Proposal is hereby acknowledged with the following
comments:
We will submit a bid on or before ______________________
We will not submit a bid for the following reasons:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Deborah Obasogie has been assigned to be the primary contact person for the bid submission process.
The contact telephone, fax and email are as follows:
Telephone 816-358-7789
Fax 816-358-7700
Email dobasogie@seedsrus.com
Designated
Officer Deborah Obasogie
Title Procurement Officer
Address 8801 Crysler Avenue
Kansas City, Missouri 64138
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Appendix B
Supplier/Bidder List
Supplier/Bidder Contact #
Perceptive Software, 22701 West 68th Terrace, Shawnee, KS 66226 913-422-7525
AXIS Integrated Solutions, 11184 Antioch Rd, Overland Park, KS 66210 913-498-0725
Rush Tracking Systems, 8527 Bluejacket St , Overland Park, KS 66214 913-227-0922
Performance Group, Inc., 5427 Johnson Drive, Suite 138, Mission, KS 66205 913-262-0064
Professional Data Systems, Inc., 664 SE Bayberry Lane, Suite 105, Lee's Summit, MO
64063
800-711-7374
Mersoft, Corporate Woods Building 5, 9300 W. 110th Street, Suite 350, Overland Park, KS
66210
913-871-6200
The above potential suppliers were found on the Internet and presented to the Proposal
Committee as being local inventory tracking software vendors. Each offers tool sets and
technical solutions that can be customized to address common inventory control problems for
handling distributed web-based transactions.
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Appendix C
Requirements Specification Questionnaire
Question Supplier Comments
Yes No
Functionality Requirements
1. Is system easy to use?
2. Is system capable of
enforcing uniform policies
and procedures throughout?
Please cover various levels of
user’s class or group. Please
describe on separate sheet,
what security provisions your
system has.
3. Does system allow for entry
of items or services that have
been ordered?
4. Does system allow for entry
to show that orders of items
or services have been
received?
5. Does system allow for
removal of items or services
from the system upon
intended usage?
6. Does system allow for re-
entry of items or services
previously removed from the
system?
7. Does system allow fields for
the following data? This data
will be entered manually and
all data entered into the fields
must be adjustable. Each field
must hold a minimum of 80
characters, not to exceed 100
characters. Fields are shown
to the right. Does your
system meet requirements,
can be modified to meet
required? Explain.
Purchase
order number
Requisition
number
Order date
Status code
Purchase
order total
Vendor
identification
number
Vendor name
Line total
Invoice
number
Item
description
Internal
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financial
accounting
code
Account code
Open item
number
Detail total
Create date
Paid date
Credit card
indicator
Quantity
Unit of
measure
Unit cost
Unit pack
(quantity per
unit measure)
Lot number
Item number
Seal number
Container
number
Expiration
date
Inventory
storage
location –
room
Inventory
storage
location –
row and shelf
Entered into
storage date
Removal for
inventory
date
Removal
from
inventory
comment
Serial number
8. Does system allow for pick
and ship tracking?
The ability to
track picked items
and shipped items.
The ability to
track items, the
quantity shipped
and the shipping
method.
9. Is system able to track item’s
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location?
10. Is system able to track
quantity of items allocated to
individual shipments to
locations?
11. Is system able to view
shipping information
including when the shipment
left facility, vehicle
transportation and estimated
delivery time?
12. Is system able to mark
supplies as received?
13. Does system allow tracking
of service contracts?
14. Does system allow for special
handling instructions?
System to provide
an alert that order
requires special
handling.
15. Does system allow for
creation of user defined
reports?
Allow for system
to create report
templates.
Export all
generated reports
to Microsoft
Excel and
Microsoft Word,
Software versions
must be 2010 or
later.
16. Does system have portable
bar code scanning and
production?
Provide 3 portable
bar code scanners.
Allow for removal
of item or service
from inventory.
Place newly
received orders
into inventory.
Allow for
production of
barcodes when
necessary.
Scan item(s) for
an instant
inventory level
report.
17. Is system able to approve but
hold an order to assure that
the quantity approved is not
removed from inventory until
order is removed from hold
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status, or picked, but held for
shipping until released?
18. Is system able to preload
orders so that orders can be
built and then further
processed when ready to
ship?
19. Does system allow for quality
control to ensure all items on
pick list have been picked
and ready to ship?
20. Is system capable of
expanding to include full
warehouse functionality for
inventory management?
Miscellaneous
1. What hardware is required to
run system?
2. Describe your systems back
up process and disaster
recovery capability.
3. Describe future subsystems
to be enabled.
4. Describe conversion process
and expected time required.
5. How is system upgrades
handled? Both software and
hardware.
6. What type of payment does
system allow?
7. Does system include basic
password protection access?
Explain, if yes.
8. Does system have state-of-
the-art database, such as
Oracle, SQL Server to support
real time processes?
9. Is there any special printing
configuration required or
does system use standard
Windows based printers?
Explain, if yes.
10. Is file recovery automatic
after system failure?
11. Does system have menus
with drill-down capabilities
for detail?
12. Does system have complete
line of help functions?
Technical Requirements
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1. The system must be
accessible and capability of
allowing multiple
simultaneous logons. Does
your system meet this
requirement?
2. The system shall be accessed
through the internet with
appropriate security. Does
your system meet this
requirement?
3. Accessibility should be 24
hours, 7 days a week and
must accommodate peak
load and product shortages.
Does your system meet this
requirement?
4. The system must maintain a
99.999% uptime rate. Does
your system meet this
requirement?
5. A search will occur within
less than three seconds 95
percent of the time. Does
your system meet this
requirement?
6. The system must log usage
for security auditing
purposes. Does your system
meet this requirement?
7. Database software must
support load balancing
between multiple database
servers. Does your system
meet this requirement?
8. A data storage solution must
be chosen that is fault
tolerant. Does your system
meet this requirement?
9. A backup solution must be
chosen that will allow nightly
backups of the database.
Does your system meet this
requirement?
10. User machines should be
capable of running current
versions of major web
browsers. Does your system
meet this requirement?
11. Networking infrastructure
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must be able to handle the
annual increase of 30,000
records. Does your system
meet this requirement?
License Requirements
1. Do you have alliances for
software licenses? If so, who
are they and what are the
terms?
2. Why are the licensing
concerns with the system?
Answer in turns of hardware
and software.
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Appendix D
Terms and Conditions
Seeds R US Inc. Terms and Conditions
Acceptance:
Acknowledgment of Purchase Order, shipment of any goods or commencement of work pursuant to the Purchase
Order or agreement shall be deemed an acceptance of these Terms and Conditions. No modification of or release
from this Purchase Order shall be binding unless agreed to in writing by Seeds R US Inc. and Contractor and
specifically labels as a modification or release. Unless specifically agreed to otherwise by Seeds R US Inc. and
Contractor, these Terms and Conditions supersede any others submitted by Contractor in any proposal or
acknowledgment.
Advertising:
Contractor will not appropriate or make use of Seeds R US Inc.’s name or other identifying marks or property in its
advertising without prior written consent of Seeds R US Inc.
Assignment:
Neither party may assign this Agreement or any rights, duties or obligations under this Agreement without the prior
written consent of the other party.
Audits:
During performance of this Agreement and for a period of seven years after its completion, Contractor will maintain
auditable records of all charges pertaining to this Agreement and will make such records available to Seeds R US
Inc. as may reasonably require. All audits of Contractor by Seeds R US Inc. will be conducted in a manner that does
not unreasonably interfere with the conduct of a Contractor’s business. If any such audit discloses a deficiency,
Contractor will promptly pay to Seeds R US Inc. any deficiency and, if the deficiency is material, the cost of the
audit.
Authority to Contract:
Each party represents that it has the full power and authority to enter into this Agreement and to convey the rights
herein conveyed.
Changes:
No substitutions, alterations or additions are authorized to this Purchase Order without the written consent of Seeds
R US Inc. Seeds R US Inc. reserves the right to return goods at Contractor’s expense if the order is billed at a higher
price than specified or the goods are non-conforming, unless prior written approval for the modification has been
obtained by Contractor from Seeds R US Inc.
Charges/increases:
Charges to Seeds R US Inc. identified by this Agreement are complete and no additional charges or price increases
of any type will be added without Seeds R US Inc.’s express written consent.
Compliance with Law and Seeds R US Inc. Policies
Contractor hereby covenants and agrees that in the course of Contractor’s performance of its duties hereunder,
Contractor will comply with all applicable federal, state and local government statutes, ordinances and regulations,
and Seeds R US Inc. policies and procedures.
If professional licensing or certification constitutes a qualification for Contractor’s performance under this
Agreement, Contractor will make immediately available, at Seeds R US Inc.’s request, a copy of said certification or
licensure.
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The Contractor warrants that it has complied with all federal, state and local laws regarding business permits and
licenses of any kind.
The Contractor agrees to comply with all applicable state and federal laws regarding drug-free workplace and
ensure that all its employees, while working on state property, will not purchase, transfer, use or possess illegal
drugs or alcohol or abuse prescription drugs in any way.
Conflict of Interest:
No personnel of Contractor or member of the governing body of any locality or other public official or employee of
any such locality in which, or relating to which, the work under this Agreement is being carried out, and who
exercise any functions or responsibilities in connection with the review or approval of this Agreement or carrying
out of any such work, will, prior to the completion of said work, voluntarily acquire any personal interest, direct or
indirect, which is incompatible or in conflict with the discharge and fulfillment of his or her functions and
responsibilities with respect to the carrying out of said work.
Any such person who acquires an incompatible or conflicting personal interest, on or after the effective date of this
Agreement, or who involuntarily acquires any such incompatible or conflicting personal interest, will immediately
disclose his or her interest to Agency in writing. Thereafter, he or she will not participate in any action affecting the
work under this Agreement, unless Agency will determine in its sole discretion that, in the light of the personal
interest disclosed, his or her participation in any such action would not be contrary to the public interest.
Contractor represents, warrants, and certifies that it and its employees engaged in the administration or performance
of this Agreement are knowledgeable of and understand the Ohio Ethics and Conflicts of Interest laws. Contractor
further represents, warrants, and certifies that neither Contractor nor any of its employees will do any act that is
inconsistent with such laws and Executive Order.
Customer Service:
It is expected that all Contractors working with Seeds R US Inc. associates maintain a professional and courteous
nature and that phone calls and order confirmations be promptly returned.
It is the desire of Seeds R US Inc. that a dedicated Customer Service Representative, or team thereof, be placed
on the Seeds R US Inc. account during regular business hours with e-mail capabilities.
It is the Contractor’s responsibility to communicate changes in representatives and coordinate introductions to
key personnel at Seeds R US Inc. This includes sales and internal customer service reps.
Entire Agreement:
This Agreement supersedes any and all agreements, both oral and written between the parties, and contains all of the
covenants and agreements between the parties. Any modification of this Agreement will be effective only if it is in
writing signed by the party to be charged.
Ethical Conduct:
It is expected once an agreement or Purchase Order is issued, Contractors (awarded or not awarded) will not
undertake any actions that might interfere with, or be detrimental to, the contractual obligations of Seeds R US Inc.
Seeds R US Inc. reserves the right to take any and all actions deemed appropriate in response to unethical conduct
by a Contractor. Such actions include, but are not limited to: establishing guidelines for campus visits by Contractor,
and/or removal of a Contractor from Seeds R US Inc.’s supplier list.
Force Majeure:
Neither party will be liable or deemed in default for any delay or failure in performance under this Agreement or
interruption of service resulting directly or indirectly from acts of God, civil or military authority, acts of the public
enemy, war, riots, civil disturbances, insurrections, accidents, fires, explosions, earthquakes, floods, the elements or
any other cause beyond the reasonable control of such party.
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25. ITS 23
Freight Terms:
All goods will be shipped to Seeds R US Inc.’s designated destinations as F.O.B. Destination. No charge for packing
or cartage will be allowed except as approved in writing by Seeds R US Inc.’s Purchasing Office prior to shipment.
As such, Contractor should include all applicable storage, labor, packing, freight/cartage/delivery, insurance, duty,
taxes and custom related documentation charges necessary, as Seeds R US Inc. will not be responsible for any
additional fees or activities associated with goods or commencement of work listed on Purchase Order. All
packages, shipping units, bills of lading or shipping memorandums must clearly be marked with Purchase Order
number.
Governing Law:
All questions relating to the validity, interpretation, performance or enforcement of this Agreement, and any claims
arising from or related to this Agreement, will be governed by and construed in accordance with the laws of the
State of Missouri, without regard to the principle of conflict of laws. Any litigation arising from or related to this
Agreement may be brought only in the federal or state courts of Missouri with appropriate jurisdiction, and the
parties irrevocably consent to the jurisdiction and venue of such courts.
Indemnification:
Supplier agrees to indemnify Seeds R US Inc., its governing board, officers, employees, and the State of Missouri
from and against any and all costs, losses, damages, liabilities, expenses, demands, and judgments, including court
costs, and attorney’s fees, which may arise out of Supplier’s performance of this Agreement, or suffered by failure
to perform this Agreement according to its provisions and in accordance with the Statement of Services.
Intellectual Property Indemnification: (for agreements including software):
Supplier at its own expense will defend and hold Seeds R US Inc. harmless from (i) any judgment against Seeds R
US Inc. to the extent that such judgment is based on a claim that software used within the scope of this Agreement
infringes any patents, copyrights, license or other property rights of a third party. Seeds R US Inc. will promptly
notify Supplier in writing of any such claims. To the extent Seeds R US Inc. is named party in such claim; Seeds R
US Inc. will have the right to approve all legal counsel used in the defense of such claim and the right to approve
any settlement regarding the claim.
Independent Contractor:
1. The Contractor agrees that it is an independent contractor, and not an agent, partner or employee of Seeds R US
Inc. The Contractor understands that it does not have the authority to sign agreements, notes or obligations or to
make purchases or dispose of property for or on behalf of Seeds R US Inc.
2. The Contractor’s personnel are not employees or agents of Seeds R US Inc. at any time or for any purpose. This
includes application of the Fair Labor Standards Act, Security Act, the Federal Unemployment Tax Act, the
provisions of the Internal Revenue Code and for state revenue and tax laws, state worker’s compensation laws and
state unemployment insurance laws.
3. The Contractor accepts full responsibility for payment of all taxes including without limitation, unemployment
compensation insurance premiums, all income tax deductions, social security deductions, and any and all other taxes
or payroll deductions required for all employees engaged by the Contractor in the performance of the Services
authorized by this Agreement.
Insurance:
Contractor (“Contractor”) shall purchase and maintain liability insurance which will protect the Contractor from
claims which may arise out of or result from the Contractor’s performance or obligations under the contract, whether
due to action or inaction by the Contractor, or any person for whom the Contractor is responsible. Refer to the
following website for information: http://seedsrus/depts/risk/rm/policies/contractors.html.
Invoicing:
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26. ITS 24
Hard copy invoices are to be mailed to Seeds R US Inc., 8801 Crysler Avenue, Kansas City, Missouri 64138.
Invoices may also be sent electronically to accountspayable@seedsrus.com referencing "email processing‟ in the
subject line with name of Contractor and invoice number. Invoices must reference Purchase Order number and
match Purchase Order on a line by line basis to ensure prompt payment. Seeds R US Inc. shall have the option of
using any method of payment including credit card, ACH, or check. Any cash discounts offered will be accepted.
Limitation of Liability:
Seeds R US Inc. liability for damages, whether in contract or in tort, will not exceed the total amount of
compensation payable to Contractor under this Agreement.
IN NO EVENT WILL SEEDS R US INC. IS LIABLE FOR ANY INDIRECT OR CONSEQUENTIAL
DAMAGES, INCLUDING LOSS OF PROFITS, EVEN IF SEEDS 4 US INC. IS ADVISED, KNEW OR
SHOULD HAVE KNOWN OF THE POSSIBILITY OF SUCH DAMAGES.
NOTWITHSTANDING ANY LANGUAGE TO THE CONTRARY, THE CONTRACTOR WILL BE LIABLE
FOR ANY PERSONAL INJURY OR DAMAGE TO SEEDS R US INC. IN PERFORMING THE SERVICES,
INCLUDING DAMAGE TO REAL PROPERTY OR TANGIBLE PERSONAL PROPERTY, CAUSED BY ITS
FAULT OR NEGLIGENCE.
Meetings:
The Contractor is required to meet with Seeds R US Inc.to resolve technical or contractual problems that may occur
during the term of the contract or to discuss the progress made by Contractor and Seeds R US Inc. in the
performance of their respective obligations, at no additional cost to Seeds R US Inc.
Non-Discrimination:
Contractor acknowledges and agrees that Contractor does not discriminate in employment on the basis of race,
color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or
veteran status, disability, familial status, political affiliation, or participation in protected activity.
Non-Waiver:
The delay or failure of either party to exercise any of its rights under this Agreement for a breach thereof will not be
deemed to be a waiver of such rights, nor will the same be deemed to be a waiver of any subsequent breach, either of
the same provision or otherwise.
Notices:
Any notice to either party hereunder must be in writing signed by the party giving it, and will be served personally
or by registered or certified mail addressed as follows:
To Seeds R US Inc.
Seeds R US Inc.
Attn: Legal Dept.
RFP: ITS - 07132011
8801 Crysler Avenue
Kansas City, Missouri 64138
or to such other addressee as may be hereafter designated by written notice. All such notices will be effective only
when received by the addressee.
Paragraph Headings:
The paragraph headings in this Agreement are inserted only as a matter of convenience as a reference, and in no
way define, limit or describe the scope or intent of this Agreement.
Payment Terms:
Seeds R US Inc. standard payment terms are NET30 days and will be calculated by the date goods are received;
the date the invoice is received; or the date of acceptance, whichever is later.
To
Contractor:
(fill in
address)
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27. ITS 25
Public Records:
The parties acknowledge that Seeds R US Inc. is required to disclose public records. When Seeds R US Inc.
receives a request involving Contractors information, including this Agreement, Seeds R US Inc. will notify
Contractor immediately of the request. Contractor will have 15 days to obtain an order prohibiting the disclosure
or a protective order to protect the disclosure of any information. Contractor’s failure to obtain an order
prohibiting the disclosure within the 15 day period constitutes a waiver of any claim Contractor may have against
Seeds R US Inc. for disclosure of the information.
Record Keeping Requirements:
1. The Contractor will keep all financial records in a manner consistent with generally accepted accounting
procedures. The Contractor will file all documentation to support each action in a manner allowing it to be readily
located.
2. The Contractor will keep separate business records for this project, including records of disbursements made
and obligations incurred in the performance of this Agreement. The Contractor will support these records with
contracts, invoices, vouchers and other data as appropriate.
3. The Contractor agrees to provide Seeds R US Inc., its duly authorized representatives or any person, agency or
instrumentality providing financial support to the Services undertaken under this Agreement, with access to and
the right to examine any books, documents, papers and records of the Contractor involving transactions related to
this Agreement. This right will continue during the term of this Agreement plus 3 years after termination or
expiration of this Agreement.
Rights in Data, Patents and Copyrights, Public Use:
1. If applicable, the Contractor will deliver and assign to Seeds R US Inc. all rights, title and interest to:
documents, data, materials, information, processes, studies; reports, surveys, proposals, plans, codes; scientific
information, technology information, regulations; equipment, charts, schedules, photographs, exhibits;
documentation and other materials and property prepared or developed or created or discovered under or in
connection with this Agreement (the “Deliverables”).
2. If applicable, the Deliverables provided by the Contractor in rendering the Services will become the property of
Seeds R US Inc. Seeds R US Inc., and any person, agency or instrumentality providing financial assistance for the
Services performed under Article 1 will have the unrestricted right to reproduce, distribute, modify, maintain and
use the Deliverables.
3. The Contractor will not obtain copyright, patent or other proprietary protection for the Deliverables, provided,
however, that the Contractor will reserve its rights in all methods, pre-existing work, software and data used to
prepare such Deliverables.
4. The Contractor will not include in any Deliverable any copyrighted matter, unless the copyright owner and any
person, agency or instrumentality providing financial assistance to the Services under this Agreement gives prior
written approval to use such copyrighted matter in the manner provided herein.
5. Neither the Contractor nor any of its employees, agents, subcontractors or assigns will make a disclosure for
securing a patent in the United States or any other country for any of the Deliverables unless Seeds R US Inc.
approves this disclosure in writing prior to application for the patent.
6. In the event that the Contractor does obtain this patent, the Contractor will, at the request of Seeds R US Inc.,
provide Seeds R US Inc. written authorizations for Seeds R US Inc. and any other person, agency or
instrumentality contributing financial support to the Services contemplated under this Agreement to make use of
the subject of the said patent disclosure without any payment.
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28. ITS 26
7. The Contractor agrees that all Deliverables will be freely available to the public to the extent required by law.
Right of Inspection/Rejection:
All goods shall be received subject to Seeds R US Inc.’s right of inspection and rejection on non-conforming or
defective goods. Those goods rejected as a result of inspection will be held for Contractor’s inspection at
Contractor’s risk and, if Contractor directs, will be returned at Contractor’s expense. Freight to and from original
destination for excess goods, except for customary quantity variations recognized by trade practice, will be paid
by Contractor. Payment for goods on an order prior to inspection shall not constitute acceptance.
Rights of Person, not Parties:
Nothing contained in this Agreement will be deemed to create rights in persons not parties to actual Agreement.
Rules of Construction:
The parties have participated jointly in the negotiation and drafting of this Agreement. If any ambiguity or
question of intent or interpretation arises, this Agreement will be construed as if drafted jointly by the parties and
no presumption or burden of proof will arise favoring any party by virtue of authorship of any specific provisions
of this Agreement.
Severability of Terms:
The provisions of this Agreement are divisible. If any such provision will be deemed invalid, illegal, or
unenforceable in any respect, by a court of competent jurisdiction, such invalidity, illegality, or unenforceability
will not affect any other provision, and this Agreement will be construed as if the invalid, illegal, or
unenforceable provision had never been contained herein, unless such severance would cause this Agreement to
fail of its essential purpose.
Termination:
Seeds R US Inc. reserves the right to terminate this Agreement for any reason and at any time upon 10 days
written notice to Contractor. In the event of termination prior to completion of all Services described in the
requirements of the Agreement, the amount of the total fee to be paid the Contractor will be determined by Seeds
R US Inc. on the basis of the portion of the total Services actually completed up to the time of such termination.
If either party fails to perform any of the requirements of this Agreement, or is in violation of a specific
provision of this Agreement, and then the non-breaching party may suspend or terminate this Agreement if the
breaching party fails to cure such non-performance or violation within ten (10) business days following delivery
of written notice of the breach.
The Contractor, upon receipt of suspension or termination, will comply with the following; cease work on the
suspended or terminated activities; suspend or terminate all subcontracts relating to the suspended or terminated
activities; take all necessary or appropriate steps to limit disbursements and minimize costs; and, if requested by
Seeds R US Inc., furnish a report, as of the date of receipt of notice of suspension or termination describing the
status of all Services under this Agreement including without limitation, results accomplished, conclusions
resulting from its Services to date plus all other matters as Seeds R US Inc. may require.
Seeds R US Inc. will not be liable for any further claims, and the claims submitted by the Contractor will not
exceed the total amount of consideration stated in this Agreement. In the event of suspension or termination,
Contractor will return to Seeds R US Inc. within 15 days any payments made by Seeds R US Inc. where the
Contractor has not rendered Services.
Warranty:
Contractor warrants that the work performed and equipment supplied hereunder will be of first quality, in full
compliance with the requirements of the Agreement, and free from defects in material, workmanship and design
for one year from initial operations. If any aspect of the above warranty will be breached, Contractor shall, upon
receipt of notice thereof from Seeds R US Inc. and at Contractor’s sole cost and expense, promptly repair or
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29. ITS 27
replace the defective materials, workmanship, or design or pay Seeds R US Inc. the costs and expenses incurred
by Seeds R US Inc. in conducting such repair and replacement.
27
30. ITS 28
Appendix E
Schedule
Schedule of Bid Activities
RFP Issue Date: July 13th
, 2011
Deadline for Acknowledgment Letter July 18th
, 2011, 5 pm
Deadline for Receipt of Written Questions: July 19th
, 2011, 2 pm
Deadline for Emailing Questions: July 26th
, 2011, 5 pm
Response to Questions: July 29th
, 2011, 5 pm
RFP Response/Proposal Due Date August 12th
, 2011, 5 pm
Deadline Bidder References August 12th
, 2011, 5 pm
Deadline Company Profile and Experience August 12th
, 2011, 5 pm
Deadline Fee Structure August 12th
, 2011, 5 pm
Notification of Bidder Presentations August 17th
, 2011
Bidder Presentations August 18th
- August 20th
, 2011
Technical Reviews August 22nd
– August24th
, 2011
Anticipated Award Date August 31st
, 2011
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31. ITS 29
Appendix F
Screen Print, Contents and Table Relationships
Database Contents
Tables Customers
Employees
Order Details
Orders
Company Information
Payment Method
Products
Shipping Methods
Queries Add Employee Names
Add New Customer
Add or Delete Payment Methods
Add or Delete Shipping Methods
Change Company Information
Order Details Extended
Order Details Totals
Order Summary
Forms Provide Feedback
Add an Order and Details
Add or Detail Products
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32. ITS 30
Customer Order Subform
Add or Delete Customer
Order Details Subform
Add Employees
Add or Delete Payment Methods
Add or Delete Shipping Methods
Change Company Information
Reports Customers Listing
Orders Summary
Macros Add an Order and Details Macros
Feedback
Add or Delete Customer Macros
Table Relationships
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33. ITS 31
Appendix G
Pricing Information
Quantity Unit Price Subtotal
Upfront Costs
ISP Provider $
Licenses $
Development Environment $
Hardware (Workstation Upgrade) $
Database software $
Application development software $
Material Costs
Servers $
Database server $
Web server $
Mail server $
SAN $
Software $
Firewall/Routing software $
Software Tools $
Network $
Labor Costs
Resources $
Project Manager $
Developer $
Database Administrator $
System Engineer $
Software Tester $
Trainer $
Help Desk Support $
Cost by Development Phase
Project Initiation $
Scope Definition $
Problem Analysis $
Systems Analysis $
Requirements Analysis $
Logical Design $
Decision Analysis $
System Design $
Physical Design and Integration $
System Implementation $
Construction and Testing $
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35. ITS 33
Appendix H
Evaluation Criteria
Category Section of RFP Point
Value
Ability to Meet Requirement Specification 60% of points for a possible 120 points
Functionality Requirements 2.9 Requirements
Miscellaneous
Technical Requirements
License Requirements
Bidder References 7.5 of points for a possible 15 points
Bidder Reference #1 1.2 What Must Be Included with
Bid
Bidder Reference #2 1.2 What Must Be Included with
Bid
Bidder Reference #3 1.2 What Must Be Included with
Bid
Company Profile And Experience 12.5% of points 25 points
Years of Relevant Experience 1.2 What Must Be Included with
Bid
Relevant Past Projects 1.2 What Must Be Included with
Bid
Fee Structure 20% of points for a possible 40 points
Pricing Information 3. Pricing
Bidder Presentation 100% of points for a possible 100 points
Oral Technical Presentation
Product Demonstration 1.2 What Must Be Included with
Bid
20
Oral Presentation 1.2 What Must Be Included with
Bid
20
Oral Interview 1.2 What Must Be Included with
Bid
10
Specifications and Drawings 4. Specifications and Drawings 50
Project Chapter 5
Business Requirements 5
Work Breakdown Schedule 5
Data and Entity Models 5
Data Flow Diagrams 5
Process Diagram 5
System Design 5
Technical Requirements 5
Risk Assessment 5
Schedule 5
33
