DIGITAL CONTENT MANAGEMENT SYSTEM

Transcription

1 Saint Paul Public Schools Purchasing & Contract Services 360 Colborne Street St. Paul, MN Phone #: Fax #: RPF Bid #2015A1 for DIGITAL CONTENT MANAGEMENT SYSTEM RFP ISSUE DATE: August 15, 2014 PROPOSAL RECEIVING DATE: 2:00 PM CST on Tuesday, September 9, 2014

2 Digital Content Management System Requirements Saint Paul Public Schools is an Independent School District with approximately 40,000 students and 6,000 staff members, including 3,500 teachers. The District serves K 12 grades in nearly 100 buildings and 64 schools. The District seeks proposals for a centralized Website Content Management System (CMS) meeting the specifications outlined in this document. The primary needs this system must address include: 1. Hosting and maintaining the district s 140+ current web properties as they currently function; 2. Remotely accessible for operation from anywhere, anytime 3. Hosted in an off site facility; hosted information is backed up daily; 4. Detailed downtime agreements 5. Role based authentication to delegate user access and permissions; ability to assign roles and permissions for users to share information to a highly granular level; 6. Accessible web information editing from any platform (PC/Mac/mobile) or Internet connection and compatible with commonly used Internet browsers; 7. Template driven web design for schools, departments and classrooms, and customizable templates available to create cohesive look based on district/campus brand; 8. Provide a WYSIWYG front end web editor. Basic formatting and editing features required include: hyperlink, spell check, insert photo, and insert table and open html capabilities, as well as Drag+Drop features; 9. RSS capable; 10. Reusable content that can be duplicated; 11. End user tracking capability; 12. On screen alerts and ability to post mass announcements on selected schools or all schools as needed; 13. Ability to build pages on school sites that pulls standing content (or portions thereof) from multiple sources and district department sites; 14. Provide detailed audit trails that can track updates and information changes; 15. Built in global search function across several domains; 16. Seamlessly migrating the district s 140+ current digital properties that provides equal or greater user experience above the current CMS, and mass website functionality; 17. Evolving said properties to more mobile friendly platforms including apps and other platform formats; 18. Evolving said properties to more user engaging platforms i.e. more embedded interactive features such as public and internal discourse commenting with moderation functionality; blogging; social media integration; information sharing; 19. Forms/survey capability with response management; 20. Creating and operating an intranet an electronic, internal only district communication tool that can only be engaged with, and viewed by, district personnel; 21. Supports single sign on, ensuring compatibility with other district vendors including incampus, Blackboard Connect, ConstantContact (or other vendors as needed), PDExpress, and other software platforms as necessary; 22. Has the ability to disable source code editing based on role, as well as ability to disable or lock down style sheets and templates.

3 23. Supporting department technologies outside the purview of this CMS, such as and including: the Personalized Learning Apple ipad curriculums; the CommEd.spps.org and its registration/payment system for community education; IT and its service ticketing system; Nutrition Services and its lunch payment system; Google Apps; 24. Providing necessary training, best practices and technical support to begin implementing these platforms; 25. Meeting all local, state and federal laws and requirements specific to district data security and practices; 26. Meeting E Rate certifications (which is covered for web hosting in particular). Additional needs of this CMS should include: 1. Tag functions for searching and categorizing. 2. Ability to upload and interact with direct photo uploads to the platform; 3. Hard backup and guarantee of transition in the event of end of contract. 4. Photo gallery and slideshow features or ability to display multiple images; 5. Layered calendar function with ability to add/edit events globally, individually or in predefined groups (such as sports). Calendar must be compatible with Google Calendar, and customizable based on login; 6. Ability to upload single and/or multiple documents and images via web interface; 7. Ability to create custom URLs, administrative level tools to build immediate redirects; 8. Built in analytics that can show pageviews by site/school, social media shares/engagement, search keywords, user platforms on site pages (i.e. Most common posts etc.); 9. Provides 24/7/365 technical support to identified key District users; provide details specific to response times, ticketing systems; 10. Training and guidance documents accessible online; 11. Designs of sites are smart phone and tablet ready; 12. Calendar feature integrates with Google Apps, Microsoft Outlook and/or ical; 13. Dynamic newsletter delivery listserv with full analytics on delivery/open rates etc.; 14. Weekly check ins for tech support with leadership during the first year of implementation; Training The provider must: 1. Include initial training for all users, re training, and new user training; 2. Offer the option to train all users on site, or via a live meeting environment if requested by the client; 3. Offer printed training manuals and videos, as well as suggestions for use and best practices as part of the training process. Cost The provider must: 1. Identify and disclose all fees/costs that the District will be expected to pay to the Contractor. Proposers will identify all one time costs to implement system as well as on going licensing/maintenance fees for support of the system each year of the contract. 2. Provide a projection of annual maintenance fees and scheduled payment dates, along with any guaranties on pricing. 3. Provide any additional information about their fee structure that will help the District evaluate the proposal. 4. Indicate what multiyear discounts would be available for a 3 year contract 3 RFP #2015A1 Digital Content Management System

4 Issuing Office, Project Manager and Available District Resources This RFP is issued by the Saint Paul School District's Business Operations Division Purchasing Department. The Value Analyst will be the point of contact throughout the procurement process. The Value Analyst is: Pamela Anderson Saint Paul Public Schools Purchasing & Contract Services 360 Colborne Street St. Paul, MN Phone (651) Fax (651) Schedule of RFP Activities Below is the planned schedule for major activities of the ERP Software and Services procurement: RFP distribution, response to vendor questions, and award. The Saint Paul Public Schools reserves the right to change the associated dates and times. Activity Date Distribute RFP 8/15/2014 Advertise RFP and receive questions 8/18-8/25/14 Questions due 8/29/2014 Response to questions distributed 9/5/2014 Proposal submission deadline 9/9/2014 Estimated vendor presentations 9/22 9/26/14 Award made 10/20/2014 Process to Submit Vendor Questions All questions must be in writing and can be mailed to the address listed below or faxed to Questions may also be submitted via to Please put RFP in subject line. All questions must be received by 4:00 P.M. on Friday, August 29, The questions will be collected and one response (with both questions and answers) will be published via to all interested parties on or before Friday, September 5, RFP #2015A1 Digital Content Management System

5 Proposal Submission Information The proposals are to be received at the following address no later than 2:00 P.M., CDST on Tuesday, September 9, 2014: Saint Paul Public Schools Purchasing & Contract Services 360 Colborne Street St. Paul, MN FACSIMILE AND/OR RESPONSES WILL NOT BE ACCEPTED. Please submit 1 (one) original proposal and an electronic copy on a CD-ROM or thumb drive. The entire cost for the preparation and submission of a proposal and the attendance at any oral presentation will be borne by the vendor. The vendor will also bear the cost of setting up and operating any necessary test of its proposed solution. Each Proposer shall securely seal in an envelope or other container its proposal, along with other required documents. The Proposer shall mark on the outside of the package the fact that it contains a proposal, the name of the Proposer, the proposal number and the date of proposal opening. The District shall be solely responsible for determining when the proposal closing time arrives. All proposals shall be submitted on 8.5 inch by 11-inch bond paper and typewritten (except for the appendices which may be printed out on legal size paper). Telephonic and telegraphic proposals will not be accepted. The original proposal must include an original signature by an individual who is authorized to make representations and commitments on behalf of the Proposer. Failure to include this original signature may result in the disqualification of the proposal. All responses and materials related to this RFP become the property of the District. The selected vendor s RFP proposal will become public information after selection and award. Response Formatting Requirements Your proposal must comply with the submission requirements below. All information must be typed or printed using Arial size 10 font with 1 inch margins. All pages must include the company/vendor name and page number. Documents must be signed by an authorized agent of the company submitting the request for proposal. Vendors may be contacted to discuss responses during evaluation. District reserves the right to determine the type of agreement most advantageous from a cost-andservice provided standpoint when negotiating the agreement with the vendors. 5 RFP #2015A1 Digital Content Management System

6 Terms and Conditions AUTHORIZED PROPOSERS Proposers must be authorized to transact business in the State of Minnesota and otherwise comply with all the requirements of State or Federal laws and regulations promulgated by the Commerce Department or other State Agency. EVALUATION AND AWARD The District desires a long-term relationship with the successful proposer. School District personnel will evaluate written proposals in this context. These specifications and the accepted proposal are incorporated by reference and considered a part of the contract. The School District reserves the right to cancel or delay the process or call for new proposals when such action is in the best interest of the District. In order to be considered a valid proposal, the following requirements must be adhered to: 1. Proposal must be in writing to be valid. Proposals received after 2:00 p.m., September 9, 2014, will be returned unopened at the owner s expense or disposed of. Verbal proposals are not permitted. 2. Proposals must be signed by an officer of the Proposer s company who can be held accountable for all representations. 3. Costs to the District for the services being proposed must be clearly articulated as well as any alternative methods of payment the vendor wishes considered. 4. All offers presented in response to this solicitation shall remain open for one hundred twenty (120) days. 5. Any supplemental information that is not requested herein will be requested in the form of an addendum to this Request. NEGOTIATIONS The Department reserves the right to negotiate with any vendor whose proposal is within the competitive range, as specified in the RFP with respect to requirements plan and cost, as well as to select a vendor other than the vendor offering the lowest price. NO GUARANTEE OF CONTRACT Issuance of this RFP does not constitute a commitment by the Department to select any proposal submitted in response to the RFP, or to award a contract to any vendor who responds to this RFP. PREPARATION INSTRUCTIONS An authorized signature must be submitted using this form. Responses must be typewritten or written legibly in ink; penciled offers are not acceptable. Interlineations, alterations and erasures must be initialed by the signer of the response. If any other information is requested in the specifications, it should be submitted with this Signature Sheet. All responses must be in a sealed envelope or box showing the Proposer s name, the RFP number and date of opening on the outside. Responses must be delivered to the School District Purchasing Department, Rm B114, 360 Colborne Street, Saint Paul, MN 55102, prior to the date and hour shown in this document if they are to be considered. Any communications in regard to bids or proposals should include the RFP number appearing on the cover page of this document. 6 RFP #2015A1 Digital Content Management System

7 AWARD REQUIREMENTS Responses must remain open and subject to acceptance until an award is finalized, or a minimum of 120 days following the date of the proposals opening. Awards will be made to one or more proposers that are in the best interests of SPPS. The School District reserves the right to reject any or all proposals or portions thereof. No bid bond is required. AFFIRMATIVE ACTION All proposers submitting responses must comply with the School District s affirmative requirements and procedures. Proposers will furnish affirmative action plans, information and/or reports as requested by the School District. INSURANCE All vendors who perform contracted services for St. Paul Public Schools are required to supply proof of insurance in accordance with the following schedule prior to the start of the project. SPPS requires that contractor's insurance be placed only with companies that have achieved at least an "A" rating with A. M. Best. The District reserves the right to require higher limits of coverage depending on the size, scope, and nature of a contract. SPPS must be named as an additional insured. Types of Coverage Limits of Liability 1. Workers' Compensation Statutory 2. Employer's Liability $500,000 Each Accident $500,000 Disease Policy Limit $500,000 Disease Each Employee 3. Commercial General Liability $1,500,000 Combined Single Limit Policy Aggregate $500,000 Combined Single Limit Each Occurrence (Property damage deductible not to exceed $500 per occurrence ) 4. Business Auto Liability $1,000,000 Combined Single Limit Each Occurrence ( Hired/non owned coverage must also be provided ) Legal Name of Vendor: Federal I.D. Number: Telephone: Legal Mailing Name Address of Vendor: Street: City: Federal State: Zip: I.D. Number: Date: AUTHORIZED SIGNATURE FORM Telephone: Fax: Fax: Phone: Authorized Signature Sign: Printed Name: Mailing Address Other Phone: Street: City: Authorized Signature State: Zip: Sign: Date: Printed Name: 7 RFP #2015A1 Digital Content Management System