NOTICE TO FIRMS FASHION INSTITUTE OF TECHNOLOGY RFP # C1231

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1 NOTICE TO FIRMS FASHION INSTITUTE OF TECHNOLOGY RFP # C1231 BUSINESS PROCESS ANALYSIS & REQUIREMENTS GATHERING FOR PROJECT MANAGEMENT SOFTWARE TO BE USED FOR THE OFFICE OF COMMUNICATIONS AND EXTERNAL RELATIONS Proposals which must include the entire package for the above described products or services will be received by the FIT Purchasing Office at its office located at 236 West 27 th Street, Room 5N, New York, NY Each Proposal must be identified, on the outside of the envelope, with the name and address of the Vendor and designated as a Proposal for the project titled above. When a sealed Proposal is placed inside another delivery jacket, the Proposal delivery jacket must be clearly marked on the outside: PROPOSAL ENCLOSED TO BE OPENED ONLY BY AUTHORIZED OFFICIAL and ATTENTION: DR. ROBERT OTTO PURCHASING OFFICE Fashion Institute of Technology will not be responsible for Proposals which do not comply with these instructions. Late Proposals will be returned unopened. Only those Proposals received by FIT s Purchasing Office, on or before September 3, 2014 by 4:00 P.M. will be considered. 1 Page

2 RFP # C1231 BUSINESS PROCESS ANALYSIS & REQUIREMENTS GATHERING FOR PROJECT MANAGEMENT SOFTWARE FOR THE OFFICE OF COMMUNICATIONS AND EXTERNAL RELATIONS Fashion Institute of Technology seeks an experienced consulting firm to perform a business process analysis and gather business requirements for project management software for the Office of Communications and External Relations. The selected firm will also be asked to assist in the software selection process. The College The Fashion Institute of Technology ( FIT ), a college of art and design, business and technology of the State University of New York, has an enrollment of approximately 10,000 students; approximately 6,500 study full time and another 3,500 take part time classes. Employees number about 1,000. FIT offers career-based education built upon professional connections to a wide range of design and business industries. FIT is located at Seventh Avenue at 27 th Street, between 7 th and 8 th Avenues in New York City. The Office of Communications and External Relations (CER) The Office of Communications and External Relations (CER) is FIT s centralized operation responsible for providing internal and external communications leadership and directing the media and public relations, marketing communications, and government and community relations functions of the college. Their work reflects institutional priorities identified in the College s new strategic plan, Our Legacy, Out Future: FIT Beyond Activities include assessment and development of marketing recruitment strategies, initiation of institutional market research, examination of the College s positioning both nationally and internationally, and communicating FIT s stature as a creative and innovative center. Focus over the last decade has been on establishing an integrated marketing communications program and comprehensive visual identity in order to enhance institutional image and strengthen the FIT brand; improving internal communications and fostering connectivity by developing a more comprehensive program to disseminate information to the FIT community; and building and coordinating an advocacy program for the College on issues affecting institutional interests before federal, state and city government officials as well as with the local community. CER operates on an agency-like basis, providing strategic direction and conferring with internal clients to individually assess and meet their needs, while developing plans that also ensure that FIT s institutional goals are integrated into marketing objectives. As a centralized operation, FIT is well positioned to respond to State University-wide efforts and initiatives. 2 Page

3 The division offers a full range of marketing and communications services, including: Advertising CER oversees FIT s advertising program and currently retains the services of an external advertising agency that designs, produces, and places nearly 200 online, print, and outdoor media placements annually. Historically, nearly 80 percent of the advertising budget has been directed toward recruiting adult students for the School of Continuing and Professional Studies. Remaining funds provide some institutional exposure to the traditional college-age undergraduate student as well as periodic promotion of graduate programs. The office also provides direction for advertising that promotes activities of The Museum at FIT. Internal Communications CER coordinates and manages many of the College s internal communications channels and messages. Information that is conveyed to the FIT community falls into four categories: critical and non-predictable (i.e., emergencies and weather), timely but non-critical (i.e., event reminders, announcements), non-critical and non-predictable (i.e., announcements, news), non-critical and predictable (i.e., events). Myriad vehicles are utilized to send these messages and include hard copy (memos, posters, flyers), , text message, Facebook, Twitter, and MyFIT. Moreover, CER publishes the monthly enewsletter, FITDirect, and the weekly enewsletter, FIT in the News. Media/Public Relations The media/public relations function encompasses all academic news and information, including programmatic, faculty, and student developments as well as college-wide events and activities, including those of The Museum at FIT. Activities are conducted in a proactive manner: discovering good stories, developing issues relevant to current events, positioning FIT faculty as experts in their fields, and pitching education news. Significant effort is made to generate interest in priorities of the college, and numerous activities and events are routinely reported to the press, including major annual events. In addition, releases are written chronicling the achievements of students and faculty receiving honors, with local hometown media reporting this news. This activity generates between 25 and 50 media clips per week, resulting in thousands of media clips each year. These include print, television, radio, and online print and video. Photography The unit retains freelance photographers and videographers to record promotional and archival images for a variety of institutional uses. Print Publications All non-instructional publications for external distribution are produced through CER. In addition to materials printed on a regular/recurring basis, major new publications are produced as a result of annual planning. Each year, more than 100 publications are produced, ranging from high-level projects such as the annual report and catalogues to a large number of invitations, programs, posters, brochures, forms, and other print collateral. CER staff also performs the role of consultant on a number of projects not requiring full services. 3 Page

4 Web/Electronic Communications CER manages two primary functions of the FIT website: marketing/recruitment and internal communications. The external website is comprised of more than 10,000 pages. The college has a distributed publishing process and more than 60 editors from throughout the college contribute to the website. CER is responsible for maintaining contact with the editors, overseeing content on dozens of top level pages, and developing new web initiatives which involve coordinating outside consultants, internal clients, and CER web staff. The Project In order to efficiently manage the large volume of myriad and complex projects, the College is seeking proposals from experienced consulting firms serving the higher education community, to assist CER define and document their business processes, recommend areas for streamlining where needed and select the appropriate project management software specific to the CER environment. Examples of such software include but are not limited to: Basecamp, Microsoft PL and FileMakerPro. Project Phase I Tasks and Deliverables Business Process Analysis and Requirement Gathering Meet with with the various areas within CER as well as selected internal departments that use the services of CER to better understand the functions and tasks of the Office; Define and document current business processes; Provide recommendations where necessary for better streamlining of processes; and Develop a list of requirements for project management software. Project Phase II Tasks and Deliverables Project Management Software Selection Using the list of requirements developed in Phase I, identify project management software options; and Provide assistance in software selection 4 Page

5 Proposal Evaluation FIT shall evaluate proposals based on cost as well as vendor knowledge of communications and external relations in a higher education environment combined with experience in business process and needs analyses. Firms shall provide the following with its Proposal 1. Company Overview a. Documentation that Firm has been doing business related to business process analysis and software requirements gathering in higher education for a minimum of five (5) years immediately prior to the date of this RFP. b. An overview of the firm, including description of the services provided. c. Demonstration of financial viability, as evidenced by documents such as financial statements, balance sheets and income and expenditure statements for the prior two (2) fiscal years and good credit rating with at least one (1) major financial institution. d. A list of other Colleges and Universities or other companies where similar projects have been completed. Include detailed information for a minimum of five references. e. An explanation of what differentiates your firm from other vendors who perform the same kind of work. 2. Management and Approach The following information must be provided: a. A description of overall approach to providing the Service. b. Methodology that will be used to assess and document the current state, recommend areas for streamlining, and gather software requirements. c. Tools that will be used. d. Deliverables in addition to the deliverables mentioned above. e. Identification of the consultants assigned to the project along with their bios and qualifications to complete this project. f. Resources needed from FIT to successfully complete this project. g. Project plan which includes a timeline and a schedule for project completion in the fall 2014 semester. h. Any other pertinent information, which demonstrates the firm's corporate capability to successfully perform the consulting services. The project will be managed through the Office of the Communication and External Relations. Proposals will be reviewed by an administrative team and those vendors whose proposals are of interest to FIT may be invited to campus for a more detailed presentation. 5 Page

6 In addition, having provided similar scope of services on other campuses, references, resumes of personnel who will be assigned to this project, methodology and approach, and cost (use attached pricing sheet). Proposal Evaluation 1. Company Overview/References 25% 2. Management and Approach 30% 3. Cost 15% 4. Interview or Oral Presentation 30% FIT reserves the right to award the Contract to the Firm with the highest score on criteria 1 through 3 or to interview firms with the highest scores on criteria 1 through 3. In the latter case, FIT will award the Contract to the firm with the highest score on criteria 1 through 4. Schedule Date RFP RELEASE DATE August 19, 2014 DEADLINE FOR QUESTIONS August 25, 2014 by 4:00 PM PROPOSALS DUE September 3, 2014 by 4:00 PM PRESENTATIONS on or about September 10, 2014 AWARD on or about September 17, Page

7 PROPOSAL ANALYSIS SHEET BUSINESS PROCESS ANALYSIS & REQUIREMENTS GATHERING FOR PROJECT MANAGEMENT SOFTWARE FOR THE OFFICE OF COMMUNICATIONS AND EXTERNAL RELATIONS Cost Analysis RFP # C1231 Phase I: Phase II: $ $ Note: Cost to be all inclusive; no additional charges for reimbursements. It is at the option of the College to continue with the next phase as budget permits. The breakdown of each phase may be provided with the response. Proposer: By: Name: Title: Telephone: Facsimile: (Print or Type Company/Partnership/Individual Name) (Signature of Authorized Representative) (Print or Type Name of Representative) (Print or Type Title of Representative) Federal ID #: Date: 7 Page

8 IMPORTANT: This proposal analysis page is the only pricing format acceptable. Firms must submit pricing using this form. FIT will not accept proposal responses on any other form. NOTE: FIT will not sign any vendor contract, agreement or scope of work. FIT Bid and Terms and Conditions apply. Vendor requirement for FIT to sign any document will be grounds for rejection. Vendor inclusion of any clarifications, exceptions or changes which are not in compliance with FIT Bid and Terms and Conditions will be grounds for rejection. 8 Page

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