Lambda Theta Alpha Latin Sorority, Incorporated

Request for Quote

About Lambda Theta Alpha Latin Sorority, Incorporated

Lambda Theta Alpha (LTA) was founded at Kean University in 1975 as the first Latina sorority in the
nation. Lambda Theta Alpha strives to develop strong leaders that produce and engage in political,
social, and cultural activities. Based on the principles of Unity, Love, and Respect, the Sorority was
established for the unification of women through charitable and educational programs. Although
Lambda Theta Alpha is Latin by tradition, the Sorority is inclusive to all women regardless of race, color,
creed, sexual identity, gender expression, or religious beliefs. We are a non-profit 501(c)7.
www.lambdalady.org

Summary and Scope of Project

We are seeking bids from vendors to develop an API script to transfer files in support of our transition
from OrgSync(​www.orgsync.com​) to CampusGroups (​www.campusgroup.com​), and the vendor will be
responsible for working with the LTA internal transition team. Orgsync is currently sunsetting its current
offering by the end of this month, and we need to transfer approximately 35k files (50GB) in the existing
file structure to an archive folder on CampusGroup.

Requirements:
● We will provide administrative access to both OrgSync and CampusGroup
● The project needs to be completed no later than 2 weeks from the contract. We are looking to
initiate this project ASAP
● You will be required to write a script against their API to export all our files
○ OrgSync does not have an export utility to download these files
○ Orgsync API Documentation: ​https://api.orgsync.com/api/docs
● The export must retain the current file structure presently on OrgSync
● We have initiated a file freeze with our leadership team, therefore, no new files will be uploaded
or revised during the time period of this project
● Some files have various version - please export all document versions
● File path from OrgSync will be provided at the commencement of the project
● CampusGroups has a bulk upload utility for file and we will provide folder path to the archive
folder at the commencement of the project.
● The incumbent vendor will have to certify that they will not retain copies or initiate personal
copies of the files obtained. Files must be deleted from personal devices/hard drives upon
completion of the project.
● The incumbent vendor will certify that it shall not sell or distribute any of the information
obtained or utilized during this process.
 ● The incumbent vendor shall ensure that all files are stored in an encrypted file format and
transferred through a secure electronic mechanism of Lambda Theta Alpha’s selection.
● The incumbent vendor will work with the designated representatives to verify the files once
retrieved.

Billing and Payment

Firm-Fixed Price Task Order. The vendor shall submit an invoice for the total amount upon acceptance of
deliverables. The parties agree in a firm-fixed-price contract that the firm-fixed-price will apply to labor
only and expenses will be billed separately.

There should be no ancillary expenses incurred by the vendor and Lambda Theta Alpha shall not be
responsible for any expenses incurred by the vendor.

The incumbent vendor shall invoice at the end of the services rendered and shall be paid in not later
than 90 days after the final invoice.

Status Reports
The vendor shall provide the Lambda Theta Alpha representative daily status reports of the progress of
the development and retrieval of the files. Additionally, the vendor shall provide a development plan
and estimated timeline that aligns with the desired end date of 4/27/2020.

Acceptance Criteria
Lambda Theta Alpha shall work with the vendor and review each Deliverable that conforms in all
material respects to the requirements, therefore, set forth in this agreement. Approvals for go of a
Deliverable shall be deemed given if Lambda Theta Alpha has not provided the vendor with written
notice of such approval or with written notice that a Deliverable does not conform with the foregoing
requirements within fifteen (15) days of delivery.

Confidential Information and Non-Disclosure

The confidentiality obligations of the parties are set forth in a separate non-disclosure agreement and
are incorporated by reference herein. The existence and content of this Agreement and any contracts
are Confidential Information. Vendor shall make no release to the news media or the general public
relating to the Services or the parties' relationship with each other or with Client under this Agreement,
without the prior written approval of Lambda Theta Alpha. Such approval shall not be unreasonably
withheld.
Terms and Conditions
1. WARRANTY. The vendor warrants that Work conform to all contractual and legal requirements. The
vendor will, upon notice by Lambda Theta Alpha, timely perform any Work not in accordance with this
warranty without additional compensation. If such deficiencies are not corrected in a timely manner,
Lambda Theta Alpha may cause the same to be corrected and deduct costs incurred by reason of such
deficiencies from Subcontractor's compensation and, if Subcontractor's remaining compensation is not
sufficient to reimburse Lambda Theta Alpha for such costs, recover the same from Subcontractor.

2. CHANGE OF SCOPE. The scope of Work set forth in this Agreement is based on facts known at the
time of execution of this Agreement. For some projects involving conceptual or process development
Work, the scope may not be fully definable during initial phases. As the Project progresses, facts
discovered may indicate that scope should be redefined. The vendor will promptly inform Lambda Theta
Alpha in writing of such situations, and if the facts discovered constitute a material change in Project
assumptions, the parties shall renegotiate this Agreement as necessary. No payment for Work beyond
those described in the original scope will be authorized without a written amendment or field order to
this Agreement.

3. SAFETY. The vendor shall establish and maintain programs and procedures for the safety of its
employees and of the Work. The vendor shall also comply with safety programs and procedures
governing the Project site or if specifically set forth in this Agreement, establish and maintain safety
programs and procedures for the Project site. Unless specifically set forth in this Agreement, Lambda
Theta Alpha specifically disclaims any authority or responsibility for general job site safety and safety of
persons other than Lambda Theta Alpha employees.

4. USE OF PREMISES. Vendor shall keep the Project site and surroundings free from accumulation of
waste material or rubbish caused by the performance of the Work, and shall, upon completion, remove
from the Project site waste materials, rubbish and Subcontractor's property. The vendor shall allow,
Lambda Theta Alpha and assigned personnel having jurisdictional interest access to the Work as
required for Project purposes.

5. DELAYS. If events beyond the control of Vendor, including, but not limited to, fire, flood, explosion,
riot, strike, war, process shutdown, an act of God or the public enemy, and act or regulation of any
government agency, result in a delay to any schedule established in this Agreement, such schedule shall
be extended for a period equal to the delay. Vendor shall not delay the Work during any period while
Vendor and Lambda Theta Alpha are attempting to resolve disputes. No damages for delay will be
allowed unless provided for under the Prime Agreement.

6. TERMINATION/SUSPENSION. Lambda Theta Alpha may terminate this Agreement only to the extent
and commensurate to the organization’s exercise of termination or written direction of the Lambda
Theta Alpha Board of Directors. Lambda Theta Alpha shall pay Vendor for all Work, including profit
relating thereto, performed in accordance with the requirements of this Agreement prior to
termination.

7. COORDINATION WITH OTHER CONTRACTORS. The vendor understands that other contractors may be
engaged by the Client or Lambda Theta Alpha to perform Work for the Project. Vendor shall perform its
Work in manner, sequence and timing to coordinate with Work provided by such other contractors.

8. INSURANCE. Vendor shall maintain insurance coverages as set forth in the Agreement.

9. INDEMNIFICATION. To the fullest extent permitted by law, Vendor shall defend, hold harmless and
indemnify Lambda Theta Alpha, its agents, employees, and representatives from all claims, loss, liability,
and damages (including reasonable litigation costs) arising out of the performance of the Work.

10. PROPRIETARY INFORMATION. Information relating to the Project, unless in the public domain, shall
be kept confidential by the vendor and shall not be made available to third parties without the written
consent of Lambda Theta Alpha.

11. INDEPENDENT CONTRACTOR. Vendor is an independent contractor and will maintain complete
control of and responsibility for its employees, agents, methods, and operations. Nothing contained in
this Agreement will create any contractual relationship between Lambda Theta Alpha and any
subcontractor.

12. AMENDMENT. This Agreement, upon execution by both parties hereto, can be amended only by a
written instrument signed by both parties.

13. ASSIGNMENT/SUBCONTRACTING. Vendor shall not assign this Agreement in whole or in part,
without the prior written consent of Lambda Theta Alpha, which consent shall not be unreasonably
withheld. This Agreement shall be binding upon and inure to the benefit of any permitted assigns or
subcontractors.

14. NO WAIVER. No waiver by either party of any default by the other party in the performance of any
section of this Agreement shall invalidate any other section of this Agreement or operate as a waiver of
any future default, whether like or different in character.

15. NO THIRD-PARTY BENEFICIARY. Nothing contained in this Agreement, nor the performance of the
parties hereunder, is intended to benefit, nor shall inure to the benefit of, any third party, including
Client's contractors if any.

16. SEVERABILITY. The various terms, provisions, and covenants herein contained shall be deemed to be
separate and severable, and the invalidity or unenforceability of any of them shall not affect or impair
the validity or enforceability of the remainder.

17. AUTHORITY. The persons signing this Agreement warrant that they have the authority to sign as, or
on behalf of, the party for whom they are signing.
 18. NOTICES. Any notice required hereunder shall be sent to the business address designated on the
signature page of this Agreement and shall be deemed served if sent by registered or certified mail or
hand-delivered to an officer or authorized representative of the party to whom the notice is directed.

Next Steps
● Provide a quote to the transition team (emails below). You are bidding on the total cost of the
project (not an hourly rate)
● The quote should include the following:
○ The total cost of the project (Firm-Fixed Price) including deposit amount/payment
schedule
○ Estimated time of completion
○ Contact information

Feel free to contact us with any questions that we can clarify.

Thank you for your consideration,

Eva Alvarenga, Vice President of Administration

administration@lambdalady.org

Kia Alford, Technology Transition Team

kia.alford@gmail.com

Linda Caicedo, Technology Transition Team

linda@ltabetachapter.org