Mobile Event App. Request for Proposal. October 27, Closing Date and Time: November 21, 4:00 PM Pacific Time

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1 Mobile Event App Request for Proposal October 27, 2014 Closing Date and Time: November 21, 4:00 PM Pacific Time

2 Table of Contents 1. Overview of MISA Canada Scope... 3 Contact Information Proposal Delivery and Schedule of Events Proponent Response Format RFP Response Weighting RFP Scoring Summary of 2015 MISA Events Requirements Instructions for responding to the Requirements RFP Review Process RFP Terms and Conditions a. Cost of Proposal b. No Claim c. Proponent s Qualifications d. Acceptance of Proposal e. Withdrawal f. No Binding Contract g. Solicitation of MISA Staff and Volunteers h. Confidentiality i. Awarding j. Payment k. Right to Renew Appendix A Summary of Requirements Appendix B Detailed Response to Requirements Appendix C Cost Details Template

3 1. Overview of MISA Canada MISA/ASIM Canada (Municipal Information Systems Association of Canada/Association des Systéms d Information Municipale du Canada) is an established not-for-profit association of municipal government representatives and others interested in the effective use of Information Technology to provide better and more cost effective services to municipal taxpayers and clients. MISA/ASIM Canada is the national body, which represents the larger interests of the Atlantic, BC, Ontario, Prairies and Quebec chapters. MISA/ASIM Canada s Mission is to be the national voice of municipalities relating to information and communications technology. For more information on MISA/ASIM Canada, go to 2. Scope MISA/ASIM Canada and its chapters hold a number of annual events each year in which a mobile app has demonstrated value to the event delegates. Rather than pursuing event apps on an individual basis, MISA/ASIM Canada along with its chapters are seeking to engage a single mobile app provider for all 2015 events. MISA/ASIM Canada and its chapters aim to achieve the following through this initiative: Obtain volume based discounts for services Leverage an event app to deliver world class events and conferences Enable conference organizers to attract and retain members and event sponsors Strengthen the brand value of MISA/ASIM Canada Facilitate event and delegate communication and networking In Scope MISA/ASIM Canada is seeking the services of a provider to consume an existing solution or custom developed solution to achieve the following: Event App administration Event App branding Event gamefication Even App usage reporting and metrics Event App personalization 3

4 Communication with and between delegates Event schedules Event sponsorships Venue maps Out of Scope MISA/ASIM Canada considers the following items to be out of scope for this initiative: Event Registration Payments Membership Dues Invoicing and Renewals Membership Management Integrating with existing chapter websites Contact Information It is the Proponent s responsibility to clarify interpretation of any matter the Proponent considers unclear. Questions received in writing from Proponents will be accepted up until 7 business days prior to the closing time identified in Section 4 (Proposal Delivery), by contacting: Corey Halford MISA/ASIM Canada Vice President x8706 Responses to all questions will be posted in the form of an addendum to the RFP at least 6 business days prior to the closing time. REMAINDER OF PAGE LEFT INTENTIONALLY BLANK 4

5 3. Proposal Delivery and Schedule of Events Proposals must be in.pdf format and delivered by to Corey Halford before Closing Date and Time. Event Date Release of RFP October 24, 2014 Deadline for Proponent Questions November 12, 2014 Release of Response to Proponent November 13, 2014 Questions Closing Date and Time November 21, 2014 at 4:00 pm Mountain Daylight Time Proposal Evaluation November 22 January 15, 2014 Shortlisted Proponent Demo January 16, 2015 Contract Award January 30, 2015 REMAINDER OF PAGE LEFT INTENTIONALLY BLANK 5

6 4. Proponent Response Format 1. Title Page a. Show RFP Number and title, the Proponent's name and address, Closing Date and Time, Proponent's telephone number and contact person and address 2. Table of Contents a. Including page numbers 3. Letter of Introduction a. Include a brief introduction of no more than 2 pages that describes the company and experience relevant to the RFP 4. Executive Summary a. Short, but concise, summary of no more than 2 pages identifying the key features of the Proposal 5. Company Overview a. Short overview and history of the company in less than 2 pages 6. Summary of Requirements a. Completed Appendix A 7. Detailed Response to Requirements a. Completed Appendix B 8. Cost Details a. Completed Appendix C 9. Value Added Services a. A summary, of no more than 2 pages, of any value added services the Proponent wishes to highlight that support the Proposal 10. Service Agreement a. A sample services agreement for the services proposed 11. References a. Provision of 3 to 5 professional references that can attest to the provision of services similar in size and scope to those stated in the RFP, and which must include i. Company Name ii. Company Address iii. Company Contact Person iv. Company Contact Person Contact Details v. Brief description of the project/services 12. Other Relevant Content from the Proponent 6

7 5. RFP Response Weighting The RFP Scoring Results will be weighted as follows: Conformance to Proposal Format 5% Ability to Deliver the Stated Requirements 55% Pricing 25% Value Added Services 5% References 10% 6. RFP Scoring Responses will be scored as follows: 1) Conformance to Proposal Format (includes use of the provided templates) a. Proposal fully follows the required format = 10 Points b. Proposal has minor deviations from the required format 7 Points c. Proposal has significant deviations from the required format 4 Points d. Proposal does not follow the required format 0 Points 2) Ability to Deliver the Stated Requirements (each requirement is evaluated) a. Feature fully meets the requirements - 10 Points b. Feature partially meets the requirements 5-8 Points c. Feature not available to support the requirements 0 Points d. Feature is planned for future release Evaluators' Discretion e. Feature requires custom development Evaluators' Discretion 3) Pricing a. Lowest price will be awarded 10 Points b. Points for quotes above the lowest quote will be deducted as a ratio based on the percentage the quote is above the lowest priced quote 4) Value Added Services a. Services listed provide significant additional value to the proposal 10 Points b. Services listed provide marginal additional value to the proposal 5 Points c. Services listed provide no additional value to the proposal 0 Points 5) References (only conducted for short listed proposals) a. References checks Evaluators' Discretion **NOTE: Each reviewer of the RFP will be given the opportunity to weight individual requirements within each scoring sections at their own discretion.** 7

8 7. Summary of 2015 MISA Events 1. April MISA BC Spring Conference: delegates 2. May MISA Prairies Annual Conference and Trade Show: delegates 3. June MISA Ontario Annual Conference and Trade Show: delegates 4. August MISA/ASIM Canada CIO Summit: delegates 5. August - MISA Atlantic Annual Conference: delegates 6. September MISA BC Annual Conference: delegates 7. October MISA Ontario Security Conference: delegates 8. Requirements General Requirements 1. Event App must be capable of supporting events across all national and local chapters 2. Regardless of how an event is accessed and managed, each event must be able to be managed independently of all other events Administrative Requirements 3. Ability to upload data into the Event App using.csv or.xls files 4. Ability to send push notifications 5. Ability to send pre-scheduled push notifications 6. Ability to send notifications 7. Ability of event organizers to have direct access to the Event App administration console 8. Ability to publish or activate Event App icons as content and/or details are ready to be published 9. Ability to send messages to potential delegates when the Event App is published 10. Ability to use unlimited numbers of custom lists 11. Ability to upload attachments for speakers, tracks or sessions 12. Ability to support unlimited Event App downloads 13. Ability to upload delegate lists 14. Ability to upload sponsorship lists 15. Ability to upload exhibitor lists 16. Ability to upload event programs 17. Ability to upload speaker lists 18. Ability to change in-app icons 8

9 19. Ability to text or a link to delegates to download the Event App 20. Ability for the Event App to have a fully functioning mobile enabled website 21. Ability for the Event App to be easy to administer and consume 22. Ability for the Event App to support English and French languages 23. Ability to test the Event App prior to public launch Branding Requirements 24. Ability to brand individual events 25. Ability to apply in-app branding Exhibitor Requirements 26. Ability to list exhibitors and exhibit information 27. Ability to upload exhibitor logo and promotional materials Gamefication Requirements 28. Support gamefication activities for delegate engagement Metric Requirements 29. Ability to collect feedback 30. Ability to conduct polls 31. Ability to conduct surveys 32. Ability to view and export all feedback metrics 33. Ability to track and report on Event App usage Personalization Requirements 34. Ability to create a personalized event schedule 35. Ability to create a personalized business card 36. Ability to capture notes about a session 37. Ability to send notes via or text message Platform Support Requirements 38. Ability to support idevices 39. Ability to support Android devices 40. Ability to support Windows Mobile devices 41. Ability to support BlackBerry devices 9

10 Program Requirements 42. Ability to support multi-track schedules 43. Ability to upload documents and presentations 44. Ability to scan QR codes relating to program activities 45. Ability to search the app for content or delegate information Socialization Requirements 46. Ability to post photos, share photos, like photos within the Event App 47. Ability to download photos from the Event App 48. Ability to communicate with delegates from within the Event App 49. Ability to link to external websites such as Twitter, Facebook, LinkedIn etc. 50. Ability to accept or request requests for access to delegate digital business cards 51. Ability to send tweets from within the Event App 52. Ability to automatically apply a custom hash tag to any tweets sent from within the Event App Sponsorship Requirements 53. Ability to publish and acknowledge Event App sponsorship(s) 54. Ability for specific sessions or tracks to be sponsored within the Event App 55. Ability to use sponsor logos within the Event App Support Requirements 56. Ability to provide telephone and/or support from 7 AM until 7 PM ET/EST Tradeshow Requirements 57. Ability to provide lead tracking tools, such as QR code scanning, from within the app to tradeshow participants Training Requirements 58. Ability to provide web-based instructor led training at no additional cost 59. Ability to provide self-guided training materials at no additional cost Venue Requirements 60. Ability to display a static map of the event venue from within the Event App 61. Ability to display multiple static maps of the event venue from within the Event App 62. Ability to access speaker, session, track or other information by clicking on an interactive map within the Event App 10

11 Hosting Requirements 63. Ability for the data and information consumed by the Event App to be hosted exclusively in Canada 9. Instructions for responding to the Requirements 1. Appendix A Summary of Requirements must be completed in full for each requirement. Indicate if the functionality currently exists to meet the requirement through a Yes or No response. If the requirement is NOT met through current functionality, indicate if the functionality will be met in a future release through a Yes or No response. 2. Appendix B Detailed Response to Requirements must be completed for each requirement with a clear description as to how a requirement is met, not met, or details of other methods that may address the requirement. 10. RFP Review Process The RFP will be reviewed as follows: 1. RFP s will be reviewed and scored by at least one representative of each chapter 2. RFP scores will be compiled 3. Proponents with the highest combined scores will be requested to deliver a webbased demonstration of their proposed solution 4. RFP reviewers will come to an agreement and decide on the winning proposal 5. Each chapter will work with the winning proponent in finalizing the award of the RFP 11

12 11. RFP Terms and Conditions a. Cost of Proposal Preparation and submission of a Proposal in response to this RFP is voluntary and any costs associated with the Proposal preparation, submission, meetings, negotiations or discussions with MISA/ASIM Canada are solely the responsibility of the Proponent submitting the Proposal. b. No Claim MISA/ASIM Canada will not be liable to any Proponent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal or participating in negotiations for a contract, or other activity related to or arising from this RFP. Except as expressly and specifically permitted in this RFP, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in this RFP, and by submitting a Proposal, each Proponent shall be deemed to have agreed that it has no claim. c. Proponent s Qualifications In submitting a Proposal, the Proponent acknowledges and agrees that it has read, understood and agrees to all terms and conditions described in this RFP and that it has the necessary experience, skills and ability to effectively provide the services. d. Acceptance of Proposal MISA/ASIM Canada reserves the right to accept or reject any or all Proposals received in response to this RFP. MISA/ASIM Canada reserves the right to conduct personal interviews with selected Proponents and contact the references provided by the Proponent. 12

13 e. Withdrawal Proponents may withdraw its Proposal at any time prior to the Award of the RFP. f. No Binding Contract MISA/ASIM Canada may, after reviewing the Proposals received, enter into discussions with one or more Proponents, without such discussion in any way creating a binding contract between MISA/ASIM Canada and any Proponent. The Proponents acknowledge that the award of any contract under Section 12(I) shall be conditional on MISA/ASIM acceptance. g. Solicitation of MISA Staff and Volunteers Prior to the Closing Date and Time of this RFP, Proponents should not establish contact with anyone inside the MISA/ASIM Canada organization regarding this RFP, other than the representatives identified in section 2.1 of this RFP. Failure to abide by this requirement could be grounds for rejection of your Proposal. h. Confidentiality Any information acquired about MISA/ASIM Canada by a Proponent during this process must not be disclosed unless authorized by a duly authorized representative of MISA/ASIM Canada, and this obligation will survive the termination of the RFP process. MISA/ASIM Canada shall retain sole ownership of all proprietary content stored and/or displayed on any and all technology platforms, databases or devices in support of a future agreement. The successful Proponent shall return and/or make dormant all proprietary content stored and/or displayed on any and all technology platforms, databases or devices and shall not share any of said content with any other party. 13

14 i. Awarding The requirements of this RFP and counterpart responses of the successful Proponent, shall be incorporated into an Event App Services Agreement representing mutually agreed terms, for signature between the parties with such other mutually agreed-to terms and conditions under which the services are to be provided The RFP issuance and evaluation is led by MISA/ASIM Canada, however the Event App Services Agreement will be executed with the successful Proponent on an individual chapter basis thereby giving each chapter autonomy in its decision to move forward with the successful proponent. Proponents are asked to provide a sample template of their services agreement. This template may or may not be used to develop an eventual agreement between MISA/ASIM Canada and the successful Proponent. j. Payment The terms of payment for services between the successful proponent and each chapter will be negotiated independently with each chapter. k. Right to Renew Providing the services of the Proponent meet the needs and expectations of MISA/ASIM Canada, MISA/ASIM Canada reserves the right to renew, in whole or in part, the terms of engagement with the successful Proponent indefinitely on an annual basis. 14

15 Appendix A Summary of Requirements # Requirement Description/Category Functionality Currently Exists to Meet Requirement (Yes, No) General Requirements 1 Event App must be capable of supporting events across all national and local chapters 2 Regardless of how an event is accessed and managed, each event must be able to be managed independently of all other events Functionality will be met with a Future Release (Yes, No) Administration Requirements 3 Ability to upload data into the Event App using.csv or.xls files 4 Ability to send push notifications 5 Ability to send pre-scheduled push notifications 6 Ability to send our notifications 7 Ability of event organizers to have direct access to the Event App administration console 8 Ability to publish or activate Event App icons as content and/or details are ready to be published 9 Ability to send messages to potential delegates when the Event App is published 10 Ability to use unlimited numbers of custom lists 11 Ability to upload attachments for speakers, tracks or sessions 12 Ability to support unlimited Event App downloads 13 Ability to upload delegate lists 14 Ability to upload sponsorship lists 15 Ability to upload exhibitor lists 16 Ability to upload event programs 17 Ability to upload speaker lists 18 Ability to change in-app icons 19 Ability to text or a link to delegates to download the Event App 20 Ability for the Event App to have a fully functioning mobile enabled website 21 Ability for the Event App to be easy to administer and consume 15

16 22 Ability for the Event App to support English and French languages 23 Ability to test the Event App prior to public launch Branding Requirements 24 Ability to brand individual events 25 Ability to apply in-app branding Exhibitor Requirements 26 Ability to list exhibitors and exhibitor information 27 Ability to upload exhibitor logos and promotional material Gamefication Requirements 28 Support gamefication for delegate engagement Metric Requirements 29 Ability to collect feedback 30 Ability to conduct polls 31 Ability to conduct surveys 32 Ability to view and export all feedback metrics 33 Ability to track and report on Event App usage Personalization Requirements 34 Ability to create a personalized event schedule 35 Ability to create a personalized business card 36 Ability to capture notes about a session 37 Ability to send notes my or text message Platform Support Requirements 38 Ability to support idevices 39 Ability to support Android devices 40 Ability to support Windows Mobile devices 41 Ability to support Blackberry devices Program Requirements 42 Ability to support multi-track schedules 43 Ability to upload documents or presentations 44 Ability to scan QR codes relating to program activities 45 Ability to search the Event App for content or delegate information 16

17 Socialization Requirements 46 Ability to post photos, share photos, like photos within the Event App 47 Ability to download photos from the Event App 48 Ability to communicate with other event delegates within the Event App 49 Ability to link to external websites such as Twitter, Facebook, LinkedIn 50 Ability to accept or reject requests for access to delegate digital business cards 51 Ability to send tweets from within the Event App 52 Ability automatically apply a custom hash tag to any tweets sent from the Event App Sponsorship Requirements 53 Ability to publish and acknowledge Event App sponsorship(s) 54 Ability for specific sessions or tracks to be sponsored within the Event App 55 Ability to use sponsor logos with the Event App Support Requirements 56 Ability to provide telephone support from 7 AM until 7 PM ET/EST Tradeshow Requirements 57 Ability to provide lead tracking tools to trade show exhibitors Training Requirements 58 Ability to provide web-based instructor led training at no additional cost 59 Ability to provide self-guided training materials at no additional cost Venue Requirements 60 Ability to display a static map of the event venue from within the Event App 61 Ability to display multiple static detailed maps of the event venue from within the Event App 62 Ability to access speaker, session, track or other information by clicking on an interactive map within the Event App 17

18 Hosting Requirements 63 Ability for the data and information consumed by the Event App to be hosted exclusively in Canada 18

19 Appendix B Detailed Response to Requirements # Requirement Description/Category General Requirements 1 Event App must be capable of supporting events across all national and local chapters 2 Regardless of how an event is accessed and managed, each event must be able to be managed independently of all other events Administration Requirements 3 Ability to upload data into the Event App using.csv or.xls files 4 Ability to send push notifications 5 Ability to send pre-scheduled push notifications 6 Ability to send our notifications 7 Ability of event organizers to have direct access to the Event App administration console 8 Ability to publish or activate Event App icons as content and/or details are ready to be published 9 Ability to send messages to potential delegates when the Event App is published 10 Ability to use unlimited numbers of custom lists 11 Ability to upload attachments for speakers, tracks or sessions 12 Ability to support unlimited Event App downloads 13 Ability to upload delegate lists 14 Ability to upload sponsorship lists 15 Ability to upload exhibitor lists 16 Ability to upload event programs 19

20 17 Ability to upload speaker lists 18 Ability to change in-app icons 19 Ability to text or a link to delegates to download the Event App 20 Ability for the Event App to have a fully functioning mobile enabled website 21 Ability for the Event App to be easy to administer and consume 22 Ability for the Event App to support English and French languages 23 Ability to test the Event App prior to public launch Branding Requirements 24 Ability to brand individual events 25 Ability to apply in-app branding Exhibitor Requirements 26 Ability to list exhibitors and exhibitor information 27 Ability to upload exhibitor logos and promotional material Gameficiation Requirements 28 Support gamefication for delegate engagement Metric Requirements 29 Ability to collect feedback 30 Ability to conduct polls 31 Ability to conduct surveys 32 Ability to view and export all feedback metrics 33 Ability to track and report on Event App usage 20

21 Personalization Requirements 34 Ability to create a personalized event schedule 35 Ability to create a personalized business card 36 Ability to capture notes about a session 37 Ability to send notes my or text message Platform Support Requirements 38 Ability to support idevices 39 Ability to support Android devices 40 Ability to support Windows Mobile devices 41 Ability to support Blackberry devices Program Requirements 42 Ability to support multi-track schedules 43 Ability to upload documents or presentations 44 Ability to scan QR codes relating to program activities 45 Ability to search the Event App for content or delegate information Socialization Requirements 46 Ability to post photos, share photos, like photos within the Event App 47 Ability to download photos from the Event App 48 Ability to communicate with other event delegates within the Event App 49 Ability to link to external websites such as Twitter, Facebook, LinkedIn 21

22 50 Ability to accept or reject requests for access to delegate digital business cards 51 Ability to send tweets from within the Event App 52 Ability automatically apply a custom hash tag to any tweets sent from the Event App Sponsorship Requirements 53 Ability to publish and acknowledge Event App sponsorship(s) 54 Ability for specific sessions or tracks to be sponsored within the Event App 55 Ability to use sponsor logos with the Event App Support Requirements 56 Ability to provide telephone support from 7 AM until 7 PM ET/EST Tradeshow Requirements 57 Ability to provide lead tracking tools to trade show exhibitors Training Requirements 58 Ability to provide web-based instructor led training at no additional cost 59 Ability to provide self-guided training materials at no additional cost Venue Requirements 60 Ability to display a static map of the event venue from within the Event App 61 Ability to display multiple static detailed maps of the event venue from within the Event App 62 Ability to access speaker, session, track or other information by clicking on an interactive map within the Event App 22

23 Hosting Requirements 63 Ability for the data and information consumed by the Event App to be hosted exclusively in Canada 23

24 Appendix C Cost Details Template Scenario 1: App used by all of the following events Event Delegates Price MISA Prairies Annual Conference and $ - Trade Show MISA BC Spring Conference $ - MISA BC Annual Conference $ - MISA Ontario Annual Conference and $ - Trade Show MISA Ontario Security Conference $ - MISA/ASIM Canada MCIO Summit $ - MISA Atlantic Conference $ - Total $ - Scenario 2: App used for an individual event Event Delegates Price MISA Prairies Annual Conference and $ - Trade Show MISA BC Spring Conference $ - MISA BC Annual Conference $ - MISA Ontario Annual Conference and $ - Trade Show MISA Ontario Security Conference $ - MISA/ASIM Canada Summit $ - MISA Atlantic Conference $ - 24

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