REQUEST FOR PROPOSAL ASSESSMENT, PROGRAM REVIEW, AND PLANNING MANAGEMENT SOFTWARE FASHION INSTITUTE OF TECHNOLOGY RFP NO. C1275

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1 REQUEST FOR PROPOSAL ASSESSMENT, PROGRAM REVIEW, AND PLANNING MANAGEMENT SOFTWARE RFP NO. C1275 I. SCHEDULE RFP Release Date June 23, 2015 Written questions may be submitted to Marjorie Dugas via at Answers will be provided to all Proposers in a timely manner. Last day for receipt of written questions Proposal Due Date July 7, 2015, 3:00 PM July 21, 2015; 3:00 PM Estimated Selection of Vendor July 28, 2015 Commencement of Work Within five (5) business days of Notice to Commence Work II. INTRODUCTION A. Background The college has begun or has planned several inter-related initiatives, which include: 1. The college-wide strategic plan 2. Division and department strategic plans 3. Acting upon the 2012 Middle States recommendations and preparing for the 2017 midcycle review 4. ACBSP accreditation for the School of Business and Technology 5. Improving the college s assessment practices and periodic program reviews, and 6. Increasing the usefulness of information resulting from assessment and program reviews Implementation of these initiatives requires intensive document management, workflow processing, project tracking, and reporting. With current tools and practices, accomplishing these tasks is a challenge. B. Challenges include: 1. Status of projects is not readily known by all parties involved 2. Documents and files exist in multiple locations that are not accessible to all parties 1

2 3. Reports, such as self-studies, are difficult and time-consuming to produce 4. Information gathered is difficult to report out in a usable format We are seeking a software solution to address these difficulties. III. THE REQUEST FOR PROPOSAL A. This Request for Proposal ( RFP ) is structured with broad guidelines to encourage competition. Proposers are encouraged to submit such evidence of prior completed projects. B. Under no circumstances will FIT be liable for any costs incurred by Proposers in preparation and/or production of a Proposal nor for any work performed prior to the College s written authorization to proceed on Contract. C. Bid Security, Performance and Payment Bond are NOT required for this RFP. IV. OVERVIEW OF FIT A. Fashion Institute of Technology, 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 undergraduate student study full time and another 3,500 pursue parttime studies; approximately 225 students pursue graduate degrees; and nearly 10,000 students take non-credit classes annually. FIT is a competitive college with selective admissions and a reputation for excellence. The College attracts a diverse student body that has access to world-class faculty, dynamic and relevant curricula, and a career-based education, balanced with a rigorous liberal arts foundation. Founded in 1944 with nondegree programs in fashion design and production, FIT became an AAS degree-granting community college of SUNY in In 1975, FIT became the first community college in the U.S. to offer Baccalaureate Degrees and the College awarded the first Master s Degree in Today FIT offers more than forty (40) programs leading to the AAS, BFA, BS, MA, and MPS degrees. FIT majors span a wide variety of business and design professions from computer animation and interactive media to advertising and marketing communications, toy design to international trade and marketing, illustration to museum studies, and interior design to cosmetics and fragrance marketing and management. Prospective students must select a major when they submit an application, and there are no undeclared majors at the college. Consequently, marketing materials must promote FIT as a whole and at the same time be specific when referring to the majors. B. In addition, FIT infuses its curriculum with a comprehensive liberal arts education, providing our students with a global perspective, the capability to communicate 2

3 effectively, and the ability to think critically. FIT is uniquely committed to blending a premier educational experience with a career-focused curriculum. V. DELIVERABLES A. The selected solution provider will deliver a software solution with the capabilities in the section Proposed Software Requirements following. In addition, the selected solutions provider will install, test and provide training for designated FIT staff on the use of the software solution. VI. PROPOSED SOFTWARE REQUIREMENTS Proposers will describe how their products can perform the following functions: A. Data linking for program review and planning purposes B. Rubric creation for assessment, scoring and recording of assessment results C. Course-based assessment and Blackboard integration D. Customizable templates for program reviews and planning E. Standard and ad hoc report generation F. Faculty credentials information management G. Seamless access to the software application (single sign-on, integration with MyFIT portal) While not central to FIT s needs, survey management and course evaluation capabilities may be beneficial. Proposers may describe those features of their products, if they can be provided at no additional cost. Proposers may describe any additional features of their products, if they can be provided at no additional cost. VII. PROPOSER REQUIREMENTS All Proposers shall meet the following requirements and furnish all necessary information with the Proposal. Submit Five (5) complete copies of your Proposal. Failure to comply with these requirements shall be grounds for rejection of your Proposal. FIT reserves the right to determine that a Proposer has substantially met all the requirements of the RFP and/or to ask for additional information. Those items for which Proposers have or assert proprietary rights, or which must, under prior Contract, remain confidential, shall be clearly indicated. Submission of Proposal shall be deemed to grant the College the right to utilize submissions in any way, with or without prior notice. Absent affirmative assertion, the college reserves such right to use. Proposals shall be submitted on or before July 21, :00 PM. to: 3

4 MARJORIE DUGAS PURCHASING DEPARTMENT th Ave, 15 th Floor NEW YORK, NY Envelopes should clearly be marked: FIT Assessment/Planning Software Project Request for Proposal No. C1275 Proposal Due July 21, 2015, 3:00 PM A. Proposer shall include, with the Proposal: 1. An overview of how your firm operates including, but not limited to: a. The firm s particular strengths. b. Detailed information regarding Proposer s qualifications providing the full range of services as outlined in the scope of work section that they have provided for any clients. This information shall include a list with the name, address, telephone, , and contact person for no fewer than three current clients. 2. A description of the type and amount of training and support included in the license fees. B. Proposer may also include: 1. Any further information concerning your company or its abilities that would add to FIT s assessment of your firm, including samples of work produced. 2. Information about the recent history of product enhancements and/or plans for future enhancements. Any information provided about plans for future enhancements must be completely separate from information provided about current functionality. IX. FEE STRUCTURE A. Proposer shall include a proposed schedule of fees. Fees should be structured as follows: 1. A detailed breakdown of the total cost of license fees and support services, if applicable, to the types of support required by this project, including a statement for reimbursement of any expenses and disbursements. 2. If pricing varies by the specific capabilities provided, separate pricing information shall be provided. 4

5 3. Indicate the first-year and subsequent year license fees, if they are different. 4. Indicate the costs of support services that are not included in the license fees above. Express the additional support costs in terms of the charges for 20 hours of support services. Support will be provided when requested by FIT effective on the date the contract is awarded. X. ADDITIONAL SERVICES FIT may request Additional Services on an as-needed basis for work outside the scope of this contract. Proposer shall perform additional Services only at the specific written request of FIT. Additional Services shall be provided at the Billing Rate per Hour. XI. REVIEW OF EXISTING FIT MATERIALS A. To respond to this RFP, Proposers should use FIT s Web site, fitnyc.edu, which provides a significant amount of information related to the College. XII. EVALUATION OF PROPOSALS A. A duly selected committee will use the following criteria to evaluate those proposals, which meet the requirements of these specifications. 1. The extent to which the proposed solution fulfills the stated requirements and the timeline for completion of the project 50% 2. Proposer s experience and reputation 25% 3. Price 25% XIII. CONFIDENTIALITY Proposer acknowledges that FIT possesses certain confidential information that constitutes a valuable and unique asset. As used herein, the term confidential information includes all information and materials belonging to, used by or in the possession of FIT relating to its students, services, technology, financial information, business strategies and marketing plans, but shall not include a) information that was already within the public domain at the time the information is acquired by Proposer or b) information that subsequently becomes public through no act or omission of Proposer. Proposer agrees that all confidential information is and shall continue to be the exclusive property of FIT, whether or not prepared in whole or in part by Proposer and whether or not disclosed to Proposer. Proposer shall not use or disclose in any manner any confidential information of FIT except in the course of providing services pursuant to the Contract. FIT Assessment/Planning Software Project 5

6 Request for Proposal No. C1275 PROPOSAL PRICE PAGE License Fees Installation Support Services Annual Maintenance Training $ $ $ $ Optional Additional Services Hourly Rate $ X 20 hrs * = $ TOTAL PROPOSAL PRICE $ *Number of hours is for bid purposes only. Actual number of hours used many be less or more as College needs) 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 #: 6

7 Date: IMPORTANT: Proposer must fill in, sign, and date this page. This proposal analysis page is the only pricing format acceptable. Proposers 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 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 Terms and Conditions will be grounds for rejection. 7