Boise Independent School District

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1 Boise Independent School District Request for Proposal For Web Development and Content Management Proposals are Due: April 3, 2015 by 2:00 pm

2 GENERAL INFORMATION Boise ISD 1. You are hereby invited to submit a proposal for Web Development and Content Management Systems for the Boise School District. Proposals will be received by the Independent School District of Boise City until 2:00 p.m. Friday, April 3, 2015 in the office of the Purchasing Supervisor, 8169 Victory Road, Boise, Idaho. Any proposals received after this time and date will be not be considered. 2. It is the District s intention to make an award in time for a one year contract. Upon mutual agreement of both parties, the contract may be extended beyond the initial period for up to five (5) one (1) year extensions at the same terms. The contract shall not exceed a total of six (6) years from date of commencement. 3. Information regarding the Requirements, Desired Features and Vendor Requirements is attached. Bidders may attach additional information they deem important to the selection, implementation and overall success of the project. 4. Interested parties are invited to submit (1) original signed proposal, two (2) hard copies and one (1) digital copy (CD or Flash Drive). 5. Proposals are to be returned in a sealed envelope, clearly marked with Proposal Name, Due Date, and Time. Proper postage is required. 6. No proposal may be withdrawn after the time of opening. The School District may, at its option, require a Performance Bond of the successful respondent. 7. The Board of Trustees reserves the right to accept or reject any and/or all proposals, portions thereof, and waive any formality which is deemed to be in the best interest of the Independent School District of Boise City. 8. The District will not be liable for any costs incurred in the preparation, production or submission of a proposal. All proposals, whether selected or not, shall become the property of the District. 9. Proposals will be tabulated and evaluated according to the criteria identified in paragraph 5 above. 10. Proposals submitted after the due date will not be accepted. It is the Proposer s sole responsibility to ensure their proposal is received by the scheduled closing time for receipt of proposals. No corrected or resubmitted proposals will be accepted after the deadline. 11. Prices included in the proposal are to remain firm through the approval, execution and duration of the proposed contract. In the event of a price decrease for service or a manufacturer s product, said decrease shall be passed on to the District and documented with a new price sheet sent to the District. 12. All equipment/services costs must be new and included and identified separately. 1

3 13. Any prospective respondent who contacts any Boise School District Trustee during the RFP process risks being disqualified from consideration for the RFP award. 14. Manufacturer must warrant all parts and equipment. 15. This RFP is subject to available funding to the Boise School District. 16. This RFP will be posted to the Boise School District website at boiseschools.org. Any addenda with additional information will be posted to the same location on the website. 17. It is the responsibility of the prospective respondent to check the website for updates or addenda. 18. Questions regarding this RFP must be submitted in writing and received by the Boise Schools Purchasing Department NO LATER THAN March 27, Questions received after this date will not be considered. Questions related this RFP must be submitted in writing by either faxing, mailing, or ing to: Boise Schools Purchasing Department Attn: Scott Engum 8169 West Victory Road Boise, ID Fax (208) I. OBJECTIVE The Boise School District is seeking proposals from qualified firms to provide Web Development and Content Management Systems for both single and multi-year contracts. All services must be provided solely by a single vendor. Equipment and Services: All plans proposed should include detailed billing. All expenses must be included in the unit/extended costs. Installation costs should take into account after hours work. The District will make no additional compensation to the selected vendor for these after-hour services. The District will potentially need services for at least 53 school sites along with main district website and departments. Requirements and Desired Features: The following are the District s requirements for the proposed Platform. Please provide answers to each of the following requirements including details of the capabilities if needed for clarification. 1. Vendor must clearly articulate which components of products or service are integrated into the core product and which components are separate, for pay modules. 2. Vendor must provide options and costs for both a hosted and non-hosted solution and provide details and specifics of the Operating Systems environment (i.e. LAMP-Linux, 2

4 Apache, mysql and PHP). 3. Vendor must provide training for District trainers covering administration and general use of the Platform. 4. Vendor must clearly articulate additional training options available beyond train-the-trainer models including time requirements and costs. 5. Vendor must clearly articulate options and services available to migrate existing District, School and Teacher web content to the new system proposed. 6. Vendor must provide design services for the creation of effective responsive design templates aligned with consistent branding and style standards for each elementary, junior high and high school, and the District website. Each template must be further customizable including, but not limited to, color and school imagery for each of the District s individual school sites. 7. Vendor must provide project management for the implementation and integration of the proposed system. Please specify the cost for this service. 8. Vendor must facilitate compliance with The Americans with Disabilities Act, COPPA and CIPA. 9. Contract must be in compliance with Idaho State Law concerning Student Data Security and Privacy. 10. Platform must be scalable and robust enough to meet the needs of very large organizations with 99.9% or higher up-time. 11. Platform must provide robust content management capabilities that allow for little or no technical skill for editing, with deep structural editing capabilities for advanced programmers. 12. Responsive web design optimized for all devices types (mobile, tablet, desktop). 13. Platform must provide the ability for overall top-down integrated control from the District level. 14. Single sign-on capability to integrate with our Active Directory via SAML. The District is planning to use SAML with Active Directory for our Google Apps for Education integration. 15. Platform must provide integration capability for automation of accounts creation, identity profiles, roles, and groups. 16. Describe platform s ability to import data from our Student Information System (Infinite Campus) and enterprise applications. 17. Describe platform s tools/capabilities that assist in the migration of content from older/other websites (School Fusion) to the new proposed platform. 18. Platform must provide a simple and timely way to add new school websites and/or replace websites of schools that close at a later date at a minimal or no cost to the District. 3

5 19. Teacher/staff websites must integrate seamlessly with school websites and have the ability to link to other district enterprise applications. 20. Platform must provide the ability for the public to subscribe to content and receive real time updates via and mobile devices. 21. Platform must provide public access to calendars, homework assignments, teacher links, school information etc. Describe all capabilities including how you control/prevent abuse. 22. Platform must provide for the creation of user profiles that allow the targeting of content based on profile characteristics. 23. Platform must provide for the integration and use of multimedia content whether hosted directly on the system (uploaded), or via imbedded links to third party or District resources. 24. Please describe backup and restore functions. 25. Please describe site, user, visitor and page analytics and reporting. 26. All access to website will be via SSL. These include editor and manager access, employee only content access, as well as open public access. The following are the District s desired features for the proposed Platform: Safe integrated collaborative tools for staff and students such as personal profiles, blogs, podcasts, forums, and wikis. Integration with ical, Google Calendar, Outlook, Google Apps for Education and Office 365. Integration with the District Student Information System (Infinite Campus) for parent login. Single sign-on capability to integrate other District web tools that require log-in in a web portal fashion. Communication broadcast capabilities via and true SMS text messaging. Bidders may attach additional pertinent information they deem important to the selection, implementation and overall success of the project. In Addition, please provide the following information: 1. Length of time business has provided this type of service. 2. Your Service Level Agreement (SLA) for your proposal. 3. Indicate any options available. 4. Please show applicable discounts separately, if applicable. 5. An implementation timeline proposal starting May 1, Indicate how charges will be incurred as services are implemented. 7. Current client list and contact information 4

6 II. VENDOR REQUIREMENTS Vendor must meet or exceed all minimum qualification requirements. All submitted quotes must provide at a minimum, all requested information in this document. Each response will be reviewed to determine if it is complete prior to evaluation. The information should be organized as indicated in the requirements. Any portions of the proposal, which are to be treated by the Boise School District as proprietary and confidential information, must be clearly marked as such. The Boise School District reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the Request for Proposal, contained in this section. All information submitted is to be considered public knowledge and will be subject to The Public Records Act or any other applicable laws. 1. Vendors must include a reference for a project of equal size and scope that has been completed within the past three (3) years. The following information should be included: Job Location Contact name and telephone number Date of contract Project Description Equipment/Service Installed III. SELECTION CRITERIA Vendors submitting proposals are advised that all proposals will be evaluated to determine the vendor deemed most qualified to meet the needs of the District. Vendor may also provide any and all recommendations for consideration such as installation, maintenance, support and design that is relevant to the total solution of the Boise School District's technology needs. The selection criteria will include, but not be limited to, the items listed below: Selection Criteria: Costs, including unit prices, labor rates, travel/trip charges, etc. Experience regarding installations where equal services have been provided for projects of similar size and complexities Firm s commitment and ability to provide requested services Overall design, aesthetics, and user experience IV. PROCESS FOR SELECTING FIRM 5

7 A Selection Advisory Committee will select and rank in the order of their qualifications those companies deemed to be the most highly qualified to perform the required work. The Selection Advisory Committee may choose to interview any, all, or none of the respondents as may be in the best interest of the District. Selected interviewees will be required to present in person the week of April 13, The District will make investigations as necessary regarding the financial stability of any or all respondents and may require review by the District s legal counsel. The names of all firms submitting proposals and the names, if any, selected for interview shall be public information. After award, final ranking, committee comments and evaluation scores as well as the contents of all proposals become public information. Firms that have not been selected shall be so notified in writing after the conclusion of the selection process. 6

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