Vendor Selection for a Training and Compliance Delivery and Tracking Platform, Kent State University, Kent, Ohio 44242

REQUEST FOR PROPOSAL #2039
RFP #2039: Vendor Selection for a Training and Compliance Delivery and Tracking Platform
DATE OF ISSUE: Friday, May 1, 2026
PROPOSALS DUE: Friday, May 29, 2026, no later than 4:30 PM Eastern
Proposals must be received electronically through DynamicForms. No other submission method will be accepted, unless
otherwise disclosed in the RFP Instructions and Specifications. The confirmation of receipt of your response must be noted as
The Forms History of your DynamicForms account
will also note the date and time of your proposal submission.
specified above will be rejected.
Proposals are to be submitted in accordance with the enclosed Proposal Instructions and Specifications. There will not be a
formal proposal opening.
The Procurement Department shall at all times reserve the right to reject any or all proposals, award partial proposals, waive
any proposal informalities or irregularities, and request new proposals if doing so is deemed to be in the best interests of Kent
State University.
Questions pertaining to any specifications contained herein should be directed to:
Lawrence W. McWilliams III, C.P.M., Director
Kent State University, Procurement Department
330 Harbourt Hall, 615 Loop Road
Kent, Ohio 44242-0001
Phone: 330-672-2276
Fax: 330-672-7904
procurement@kent.edu
www.kent.edu/procurement
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
TABLE OF CONTENTS
1.0 Project Timeline
2.0 Overview of Kent State University
3.0 Request for Proposal Instructions
4.0 Request for Proposal Agreement Terms
5.0 Request for Proposal Format and Evaluation Criteria
6.0 Specifications
7.0 Definitions
8.0 Sample of Response Forms 1 through 9 (Samples only for illustrative purposes, not intended as
actual submission documents.)
(Continued on next page.)
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
1.0 PROJECT TIMELINE
All respondents are expected to adhere to the following timeline in completion of the Request for Proposal process:
Friday, May 1, 2026: RFP issued
Wednesday, May 13, 2026, 1:00 PM Eastern: Deadline to submit questions to Larry McWilliams in Kent State
lmcwilli@kent.edu. (The question and answer period is
voluntary and not a requirement.)
Wednesday, May 20, 2026, no later than 5:00 PM Eastern: University response to vendor questions received
posted to Procurement website, www.kent.edu/procurement
Friday, May 29, 2026, 4:30 PM Eastern: Proposals due via DynamicForms submission; distribution of proposals
received and evaluations to begin the following Monday, June 1, 2026
Period of June 1 through 12, 2026: Evaluation of proposals received; follow-up questions sent to select
respondents AND/OR selection and scheduling of finalists for presentations/interviews, if necessary
Week of June 15, 2026, specific date(s) TBA: Vendor presentations, if necessary
Late June 2026: Anticipated announcement of contract award; drafting and negotiation of contract
August 2026: Formal execution of contract, and integration logistics with awarded vendor to follow
(Continued on next page.)
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
2.0 OVERVIEW OF KENT STATE UNIVERSITY
Overview of Kent State University: Kent State University is a public research university classified by the Carnegie
Foundation among institutions with the highest research activity. Kent State has received national recognition in the
2020 edition of Best Colleges by U.S. News & World Report, including placement among the top public universities
and in the first tier of Best National Universities. In the 2020 edition of Best Graduate Schools by U.S. News & World
Report, Kent State ranked 93rd nationally in Best Graduate Education Schools.
With eight campuses spanning Northeast Ohio, a College of Podiatric Medicine, a Twinsburg Academic Center, and
a major educational, economic, and cultural resource well beyond the Northeast Ohio region it has served since 1910.
Ohio, including Kent State at Ashtabula; East Liverpool; Geauga in Burton and the Regional Academic Center in
Twinsburg; Salem; Stark in Canton; Trumbull in Warren; and Tuscarawas in New Philadelphia.
Urban Design Collaborative serves as the home of the urban design graduate program and the public service activities
of the College of Architecture and Environmental Design, providing architectural and urban design expertise to
communities, professionals, and nonprofit and academic partners throughout Northeast Ohio. Located in New York
udio offers students an immersive academic
experience in fashion design, fashion merchandising, and fashion journalism.
Kent State offers more than 200 global education opportunities through campuses in Florence, Italy, and Geneva,
Switzerland; centers in China and India; and partnerships with more than 60 institutions worldwide. The Kent Campus
is a global education destination in its own right, serving approximately 1,650 international students representing
nearly 100 countries.
Kent State is proud of its outstanding faculty and staff, students, collaborative culture, and strong commitment to
academic excellence, research, engagement, and diversity. The University offers more than 300 undergraduate and
graduate degree programs across 11 academic colleges: Aeronautics and Engineering; Architecture and
Environmental Design; Arts and Sciences; the Arts; Business Administration; Communication and Information;
Education, Health and Human Services; Nursing; Podiatric Medicine; and Public Health.
For more information about Kent State, visit www.kent.edu.
(Continued on next page.)
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
3.0 REQUEST FOR PROPOSAL INSTRUCTIONS
3.1 Proposal Instruction and Information: In order to receive consideration, companies responding to this RFP
are required to submit their proposal electronically through DynamicForms. No other submission method will
be accepted, unless otherwise disclosed in the RFP Instructions and Specifications. The confirmation of receipt
fied above.
The Forms History of your DynamicForms account will also note the date and time of your proposal submission.
Forms 1 through 9 must be completed, dated, and signed by a responsible company official, in addition to
the information requested of your company.
It is the responsibility of the respondent to ensure that all required documentation, as enumerated above,
is submitted on time. Any submissions received after the stated date and time, or those that do not contain
the required information as enumerated above, will be considered incomplete and unresponsive, and will
be disqualified.
guide the proposer in interpretation of the quality, design, and performance desired, and shall not be construed
to exclude proposals based on furnishing other types of material or service which may be judged as an acceptable
alternate. If the description of your offer differs in any way, you must give a complete detailed description of
your quotation including pictures and literature where applicable. Unless specific exception is made, assumption
will be that you are submitting a proposal exactly as the specifications of this document require. All prices MUST
BE FIRM. Proposers will be expected to deliver on order(s) at the price quoted.
also provides Vendors with a formal and unrestrictive opportunity for their services to be considered. The
process of competitive negotiation being used in this case should not be confused with the process of competitive
sealed bidding. The latter process is usually used where the goods and services being procured can be precisely
described and price is generally the determinative factor. With an RFP and competitive negotiation, however,
price is not required to be the determinative factor, although it may be, and the University has the flexibility to
negotiate with one or more Vendors to arrive at a mutually agreeable relationship. Check your proposal carefully
for it may not be corrected after the proposal has been opened.
3.2 New Product Lines: Upon written request by the successful proposer, new related product lines not available
at the time of proposal bidding, may be added during the course of any agreement resulting from this RFP at like
discounts for the represented manufacturers.
3.3 Specifications: Specifications have been based on products and services familiar to the University and are used
for the purpose of description and establishing quality desired. Acceptable alternates will also be considered.
3.4 Exceptions to Specifications: The proposer shall clearly state in the quote any exceptions to, or deviations
from, these specifications, terms or conditions; otherwise, the proposer will be responsible for compliance with
all requirements listed herein. Proposers shall provide a separate, itemized list of any and all exceptions. Such
list must be cross referenced to the corresponding numbered item in this bid.
3.5 Additional Information: In the event that information submitted by the proposer is unclear to the University,
the University may request additional explanation from the proposer for the purpose of evaluation and decisions.
The proposer shall answer requests for additional information or clarification in writing, and these responses will
proposers failing to provide adequate information on any
issue in a timely manner to allow a comprehensive evaluation by the University shall be considered unresponsive,
and their proposal subject to rejection.
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
3.6 Verbal Information: Respondents shall NOT base the proposal on verbal information from any employee of
the University from the date and time the RFP is received by the proposer, unless otherwise noted elsewhere in
the RFP. Any such incident will invalidate the proposal, and bar that particular vendor from receiving a purchase
or contract award. In case errors or omissions are found in the proposal document, companies submitting
proposals shall at once inform the signee in the Procurement Department who will publish the correction to all
companies.
3.7 Evaluation and Contract Award: Selection and award of contract will be made to the vendor(s) whose
proposal, in the sole opinion of Kent State University, represents the best overall value to the University. Factors
which determine the award are more fully detailed in the specifications, and will include, but will not be limited
to, the follow
products and/or services, ability to fulfill the contract, and general responsibility as evidence of past performance.
Payment terms and cash discounts will be considered as determining factors in the contract award.
Should the total potential spend of the contract resulting from this RFP, inclusive of all possible renewals, exceed
or appear to exceed $1.0 million, the final selection will be pending Board of Trustees approval at its next
scheduled meeting; and appropriate contract review, approval and execution pursuant to University Policy.
Notwithstanding the above, this RFP does not commit the University to enter into any contracts as described in
this document. The University reserves the right to reject any or all offers and to waive formalities and minor
irregularities in the proposals it receives.
3.8 Proposer Presentations: Proposers submitting proposals which meet the selection criteria and which are
deemed to be the most advantageous to the University may be required to give an oral presentation to the
University selection team. Scheduling of these oral presentations will be done by the Procurement Department.
3.9 Samples: Requested samples necessary for evaluation must be provided without cost or obligation to Kent State
University, and shall become the property of the University. Upon request by the supplier, unless destruction,
alteration or retention of the sample is required for evaluation purposes, samples may be returned to supplier at
3.10 Rights Reserved: The University reserves, and in its sole discretion may, but shall not be required to, exercise
the following rights and options with respect to the proposal submission, evaluation and selection process under
this RFP:
to the requirements of this RFP, the Respondent does not meet the Qualifications set forth in the RFP, or
st interest to do so;
To supplement, amend, substitute or otherwise modify this RFP at any time prior to selection of one or
more respondents for negotiation or to cancel this RFP with or without issuing another RFP;
To accept or reject specific items or elements in any proposal and award a contract based only on such
unfaithful in the performance of any contract with the University, or is financially or technically incapable
or is otherwise not a responsible respondent;
To waive any informality, defect, non-responsiveness and/or deviation from this RFP and its requirements
omitted), of proposals by some or all of the respondents following proposal submission;
evaluation;
To request additional or clarifying information or more detailed information from any respondent at any
time, before or after proposal submission, including information inadvertently omitted by a respondent;
To inspect and otherwise investigate projects performed by the respondent, whether or not referenced in
the proposal, with or without the consent of or notice to the respondent;
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
To conduct such investigations with respect to the financial, technical, and other qualifications of
respondents as the University, in its sole discretion, deems necessary or appropriate.
To enter into post-submission negotiations and discussions with any one or more respondents regarding
price, scope of services, and/or any other term of their proposals, and such other contractual terms as the
IUC-PG may require, at any time prior to execution of a final contract. The University may, at its sole
election, enter into simultaneous, competitive negotiations with multiple respondents or negotiate with
individual respondents seriatim. In the event negotiations with any respondent(s) are not satisfactory to
the University, the University reserves the right to discontinue such negotiations at any time; to enter into
or continue negotiations with other respondents; and, to solicit new proposals from entities that did not
respond to this RFP.
3.11 Procedure for Conducting Negotiations:
Who To Negotiate With First
After completion of the initial evaluation process, the University may begin negotiations with one or more
Notification of such negotiations will be offered after a reasonable amount of time has elapsed from the
proposal deadline. Negotiations shall continue to the satisfaction of the University or, if the University
determines a satisfactory agreement cannot be reached, the University may initiate negotiations with one or
more of the remaining vendors.
Negotiations With Multiple Vendors
The University reserves the right, at all times during the negotiation process, to negotiate with one or more
vendors at the same time, but is under no obligation to do so. The vendor(s) with whom the University enters
into negotiations must have present a representative with decision-making authority.
If Negotiations Are Unsuccessful
With respect to any of the services that are a part of this RFP, in the event that the University determines that
a contract cannot be negotiated with any of the vendors who respond to the RFP, the University shall have the
right to issue a new RFP or other process to seek qualified applicants, to provide the services itself, or to use
another process (e.g., sole source contracting) in order to have the product(s) and/or service(s) provided.
3.12 Valid Proposals: Proposals will be considered valid for a period of one hundred-twenty (120) days after the
scheduled due date, unless otherwise noted.
3.13 Preferred Invoicing and Payment Methods: The successful proposer must invoice products or services awarded
exactly as indicated on a resultant University purchase order, to include cost, unit specified, quantity ordered, item
descriptions, etc.
The University prefers to receive invoices for goods and services via electronic means. It is the goal of the
University to make payment on invoices via Automated Clearing House (ACH) transfer or Credit Card. To that
end, please indicate your company's capabilities for electronic invoicing and ACH/Credit Card payment where
appropriate in Section 8 of this document.
3.14 Dun and Bradstreet Data: Kent State University reserves the right to request data from Dun and Bradstreet
requested data to Dun and Bradstreet will not be considered.
3.15 Preference to United States and Ohio Products: State of Ohio Am. H.B. 271 requires that preference be given
to products produced or mined in the United States and in Ohio
3.16 Buy America:
-
does not meet this requirement shall be rejected, except in those circumstances where a determination has been
made that certain articles, materials and supplies are not mined, produced or manufactured in the U.S. in sufficient
and reasonably available commercial quantities and of satisfactory quality.
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
3.17 Buy Ohio: Sections 125.09 and 125.11 of the Ohio Revised Code require that in the evaluation of bids, the
the state by a person where the input of Ohio products, labor, skill, or other services constitutes no less than 25% of
that the bidders: (1) pay required taxes to the state of Ohio; (2) are registered and licensed to do business in the
state of Ohio with the Office of Secretary of State; and (3) have ten or more employees based in Ohio, or seventy-
five percent or more of their employees based in Ohio.
Any bids meeting the above criteria will be given a preference of up to five (5) percent over the lowest price non-
Ohio bid submitted; except that such preference will not be applied against vendors from bordering states, provided
that the border state imposes no greater restrictions than contained in sections 125.09 and 125.11 of the Ohio Revised
Code. Where it has been determined that selection of the lowest Ohio proposer, if any, will not result in an excessive
price or a disproportionately inferior product or service, the contract shall be awarded to the low Ohio proposer at
the proposal price quoted. Where it is advantageous to award the contract to other than an Ohio proposer or
Proposers from a border state, then the contract shall be awarded accordingly.
3.18 H.B. 476, State Contract and Boycotting: Pursuant to R.C. 9.76(B), by responding to this RFP, respondent
warrants that it is not boycotting any jurisdiction with whom the State of Ohio can enjoy open trade, including
Israel, and will not do so during the term of any contract that may result from this RFP.
3.19 Voluntary Question and Answer Period: Questions vendors may wish to pose concerning the RFP,
specifications, etc., must be submitted to Larry McWilliams in the Procurement Department via email at
lmcwilli@kent.edu no later than 1:00 PM Eastern Wednesday, May 13, 2026. The University evaluation team
will review and attempt to answer any and all questions received. All questions and their corresponding answers
www.kent.edu/procurement
no later than 1:00 PM Eastern Wednesday, May 20, 2026. The question and answer period is voluntary only
and not a requirement.
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
4.0 REQUEST FOR PROPOSAL CONTRACTING AND AGREEMENT TERMS
4.1 Contract: The following terms and conditions shall be incorporated in any final contract or purchase order resulting
from this RFP except as such terms and conditions are otherwise expressly specified in any such contract or purchase
order.
4.2 Term/Period of Agreement: The initial term of the agreement will be for three (3) years with a target inception
date to be determined/negotiated post-award.
After the initial three (3)-year term, Kent State University reserves the right to renew this contract for additional
one (1)-year terms, with mutual assent, not to exceed two (2) such renewals. Any renewal agreed upon shall occur
ninety (90) days prior to the expiration of the contract then in force, for a five (5)-year maximum contract duration.
Any renewal agreed upon shall occur ninety (90) days prior to expiration of the contract then in force and shall be
executed upon the mutually signed agreement of both parties.
It is understood and agreed that Kent State University reserves the right to extend the contract period a maximum
of thirty (30) days beyond the normal expiration of this contract. Any further extension as may be required will be
exercised through mutual assent.
4.3 Termination: Either party may terminate this contract after the expiration of sixty (60) days from the effective
date of the contract. Termination may occur by giving the other party ninety (90) days prior written notice of its
intent to terminate the contract, except that any breach of this contract shall be just cause for the University to
terminate the contract immediately without such prior notice to you. The in case of any termination resulting from
breach of contract, the Procurement Department may, at its discretion, prohibit proposer from submitting a proposal
on any project at the University for a period of up to three (3) years.
4.4 Choice of Law: This Request for Proposal will be governed, interpreted and construed in accordance with the laws
of the State of Ohio.
4.5 Extended Payment Clause: Kent State University may, upon written notice to the proposer receiving the contract,
suspend or terminate the unpaid balance of this contract, if the Ohio General Assembly, in a subsequent biennium,
fails to appropriate funds making possible the continuation of such payment.
4.6 Vendor Responsibilities: Vendor may not, during the term of the contract, or any renewals or extensions thereof,
assign or transfer all or any part of the contract without the prior written consent of the University; and, should
Vendor become insolvent, or if proceedings in bankruptcy shall be instituted by or against Vendor the remaining or
unexpired portion of the contract shall, at the election of the University, be terminated.
4.7 Value: The contract will not guarantee a specific amount of business, or income and is not an exclusive contract.
The University reserves the right to place purchase orders in any manner deemed by the University to be in its own
best interest.
4.8 Estimated Requirements: The University in no way obligates itself to purchase the full quantities indicated, but
the entire amount of any discount offered must be allowed whether or not the purchases are more or less than the
nts may be greater than or less than the quantities shown, and
the Vendor shall be obligated to fulfill all requirements as shown on the purchase orders whose mailing dates fall
within the term of the contract.
4.9 Sales Tax: Kent State University is exempt from Ohio sales tax and federal tax and will furnish an exemption
certificate upon request.
4.10 Price and Freight: All pricing must be quoted FOB Destination, Kent, Ohio. Include all freight, transportation,
and any applicable handling and/or installation charges necessary to complete delivery on an FOB Destination basis.
Please specify if your pricing is quoted delivered or pickup.
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RFP #2039
Vendor Selection for a Training andCompliance
Delivery and Tracking Platform
Issued May 1, 2026
4.11 Title and Risk of Loss: Supplier shall retain title and bear the risk of any loss or damage to the items purchased
responsibility for loss or damage shall cease except as
to all stated terms and conditions. Passing of title upon such delivery shall not constitute acceptance of the terms
by Kent State University.
4.12 Supplier Onboarding System: Kent State University utilizes a designated third-party provider for onboarding and
managing vendors in our system. Vendors awarded contracts with Kent State University must register with our
designated third-party provider and provide their business information as required by our provider. Vendors are
responsible for maintaining and updating their profile information via the designated third part providers system
vendor onboarding provider and process can be found on Accounts
Payables homepage https://www.kent.edu/accountspayable
4.13 Payment Terms and Cash Discounts: Kent State University will endeavor to use any cash terms offered, and
these could be considered in determining the final net price depending on the discount period.
In the event that Kent State University is entitled to a cash discount, the period of computations will commence on
the date of delivery or receipt of a correctly completed invoice, whichever is later. If an adjustment is necessary
due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a
discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the University is
entitled to a cash discount with the period commencing on the date it is determined that a cash discount applies.
4.14 Rejection of Goods or Services: All goods or services purchased herein are subject to approval by Kent State
University. Any rejection of goods or services resulting because of nonconformity to the terms and specifications
of the contract, whether held by the buyer or returned, will be
4.15 Guarantee and Warranty Requirements: Vendor guarantees all products and installation against any defect in
and a comprehensive list of all authorized service centers must be provided by supplier. List to include the company
name, location, and telephone number.
4.16 Product Substitutions: There will be no substitutions of ordered product allowed unless the University has first
been notified and permission granted.
4.17 Price Adjustment: All prices quoted are expected to remain firm during the initial term of the contract; however,
in the event of a price change related to an increase or decrease, prices may be changed subject to a negotiated
adjustment to reflect such an increase or decrease. Such negotiations and adjustments will be considered only upon
written request to the Procurement Department, documented with cost data, filed prior to our request for delivery
and submitted after the expiration of ninety (90) days from the date of the proposal closing.
4.18 Audits: With advance notice to Vendor, from time to time during the contract term and for five (5) years after
termination of the contract,
compliance with the requirements of, the contract. The University will utilize all invoicing and documentation,
rnal controls documentation required under the contract
including, but not limited to any applicable audit or security assessment reports or certifications such as: SAS 70 or
its replacement SSAE 16, SOC 2, or ISO 27001, and copies of any applicable corporate information security policies
or other supporting documentation. University personnel from the Division of People, Culture and Belonging, the
Division of Student Life, the Procurement Department, and/or the Auditing Department may perform these audits.
Audit discrepancies must be resolved to the reasonable satisfaction of Kent State University, and the University
reserves the right to terminate the any contract resulting from this RFP if at any time the audit results are not resolved
to its reasonable satisfaction.
Vendor must provide access to files and information reasonably necessary, including, but not limited to all cancelled
checks, work papers, books, records and accounts upon which invoices are based, and any and all documentation
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