Proposal For Proposals in Utah
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1 REQUEST FOR PROPOSAL DUE: March 28, :00 PM, Auxiliary Services Bldg., 9150 South 500 West Sandy, Utah Richard E Field Chief Procurement Officer
2 TABLE OF CONTENTS I. GENERAL RFP INFORMATION...3 A. INTENT OF REQUEST FOR PROPOSAL...3 B. BACKGROUND...3 C. ELIGIBILITY...3 D. NON-DISCRIMINATION...3 E. OTHER REQUIREMENTS...4 F. WRITTEN AGREEMENT...4 G. TERMINATION RIGHTS...4 H. PROPOSAL CALENDAR...4 I. EVALUATION CRITERIA...5 J. JORDAN SCHOOL DISTRICT CONTACTS...5 K. RIGHT OF REJECTION...5 L. ADDENDUM TO RFP...5 II. SOFTWARE TO MANAGE PROFESSIONAL DEVELOPMENT COURSES, SEMINARS, WORKSHOPS AND CONFERENCES...6 III. PROPOSAL RESPONSE FORMS...7
3 I. GENERAL RFP INFORMATION JORDAN SCHOOL DISTRICT REQUEST FOR PROPOSAL Release Date: March 14, 2008 Due Date: Friday March 28, 2008 at 2:00 PM A. Intent of Request for Proposal The purpose of this request for proposal is to solicit competitive sealed proposals from qualified and experienced individuals or companies to provide an to facilitate automated registration of potential attendees. This program is intended to be ongoing for a number of years consequently the end date is unknown. B. Background covers approximately 250 square miles in the southern half of Salt Lake County extending from the Wasatch Mountains on the east to the Oquirrh range on the west. The District includes eleven municipalities and unincorporated areas of the southern half of Salt Lake County. The population is estimated at 382,000 and continues to grow. operates 90 schools and has a student enrollment of approximately 80,000. The District is the largest in Utah, and is the sixth largest employer in the State. On November 6, 2007, it was determined that would be split into two entities. The projected date for the split is July 1, It is not known at this time how the split will affect this resulting contract. C. Eligibility In order to be eligible to respond to this RFP, proposers must be able to demonstrate the proposed software has proven success. D. Non-Discrimination The company/individual must comply, at all times in the bidding and contracting process, with all applicable Federal, State, County and City anti-discrimination laws, ordinances, rules and regulations. Any violations of this provision shall be considered a violation of a material provision of the contract and shall be grounds for cancellation, termination or suspension. 3
4 E. Other Requirements 1. Conform to Response Form Guidelines All proposal information must be submitted on the Proposal Response Forms found in section III. 2. Proposals submitted on a Timely Basis All proposals with seven (7) complete copies must be submitted to Mr. Richard E. Field, Chief Procurement Officer by Friday, March 28, 2008 at 2:00 p.m. at the following address: Auxiliary Services Building #1, Room South 500 West Sandy, UT Any proposal received after that will be deemed unresponsive and will not be considered for evaluation. Faxed copies will not be accepted. Bids and Requests for Proposal (RFP) are now available on our website: Any bidder who downloads a bid from our website must be responsible to check back periodically for any addenda. F. Written Agreement The proposal will be considered the formal document binding the successful individual/firm. However if proposer wishes to enter into a separate written contract, a copy of that proposed contract must be included with the proposal. The submitted contract must reflect the actual proposal submitted. G. Termination Rights The contract shall provide that either entity has the right to cancel without cause at any time upon ninety (90) days written notice of its intent to terminate the contract. H. Proposal Calendar It is anticipated that the following schedule will be followed: March 14, 2008 March 14, 2008 March 28, 2008 RFP mailed to known potential proposers RFP advertised Proposals due. Sealed proposals with seven (7) complete copies are to be submitted to the Director of Purchasing no later than 2:00 p.m. Mountain Standard Time. Proposals must be signed by an official authorized to bind the proposer to all conditions. Offer must be firm for a period of ninety (90) days from the date of receipt by Mr. Field. 4
5 March 28, 2008 April 8, 2008 Initial Evaluation of Proposals. The District may request formal written clarification of any item or make an appointment for an onsite visit. Board of Education approval. Circumstances may require that this schedule be altered based upon the number and quality of proposals. I. Evaluation Criteria The following criteria and weighting will be used to evaluate the proposals: 1. 5 Points Responsiveness The completeness and conformity of the proposal response to the RFP requirements Points Requirements -Ability to meet the requirements of the section II Detail of Proposed Services Points Experience and Expertise This includes data to support the claimed success of the proposer s program Points Cost The total cost of the program including additional changes from year to year Points References Minimum of 4. J. Contacts All inquiries relative to this Request for Proposal should be directed to: Dana Bickmore, Executive Director, Curriculum (801) Amanda Hansen, Program Secretary, Curriculum (801) Richard Field, Director Purchasing (801) No other employee, board member or evaluation committee member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification. K. Right of Rejection The Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The District further reserves the right to make the contract award deemed by the Procurement Officer of the school district to be in the best interest of the District. The Board s decision to accept or reject the contract shall be final. L. Addendum to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all known vendors on record who received the original. Any bidder who downloads a bid from our website must be responsible to check back periodically for any addenda. 5
6 II. Software to Manage Professional Development Courses, Seminars, Workshops and Conferences A. Functions Proposal must be a vendor-hosted solution compatible with Internet browsers, Safari, Internet Explorer or Firefox. Allow patrons to register for professional development in-services course, seminars, workshops, or conferences online provided or sponsored by the Access to registration 24/7 Provide online login and password Ability to customize fields for an individual s registration process including name, Utah State Cactus Identification Number, phone, home address, and employment-related information such as school name, district, grade level taught, subject taught, etc. Provide an online list of courses offered and ability to search events by category, month, key word, location, special interest, alpha search, instructor and special programs Provide real time seat availability Ability to customize fields for the courses for which individuals register, including course name, Cactus Identification if applicable, course availability and class minimum size, date, time, place, and possible prerequisites Allow district personnel to register individuals manually, in person with cash payment. Allow team registration Allow payment online by credit card, vouchers or purchase orders with supporting documentation addressing individual privacy/protection methodologies employed by the system. Prevent registration if payment for the course has not been received Ability to generate an automatic reminder to participants who have registered for a course, seminar, workshop or conference Ability to generate course/event lists for instructors or district personnel Ability for instructor to manage attendance and grades/credit granted Ability to deliver, collect and report post-course/event evaluation Ability to broadcast messages to registrants by district personnel and instructor Notify district and next person on the waiting list when a seat becomes available Ability to print rosters, nametags, attendance sheets, labels Allow participants to track past courses/events taken Develop custom reports as need by the district B. Preferred Functions Ability to setup service and preload employee data Ability to export completed credit granted data by individual Ability to interface with the Cactus Licensure Data to verify Cactus id/demographics to record course completion data back into Cactus Allow instructors to enter a biography or curriculum vitae Automatically alert the department or building supervisor when a participant registers prefers the vendor server to host the server 6
7 III. PROPOSAL RESPONSE FORMS A proposer must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document. Schedule A. Schedule B Schedule C. Schedule D. Schedule E. Certification of Proposal Description of Product Offering Experience and Expertise Costs References The completed schedules shall be rated against the evaluation criteria on page 5 of this Request for Proposal in the following manner: Evaluation Criteria Schedules A B C D E 1. Responsiveness X X X X 2 Description of Product Offering X 3. Experience and Expertise X 4. Costs X 5. References X 7
8 Schedule A CERTIFICATION OF PROPOSAL PROPOSAL FOR ONLINE CONFERENCE/MEETING REGISTRATION SOFTWARE We have read the Request for Proposal and fully understand its intent. We certify that we have adequate personnel, equipment and facilities to fulfill the proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by the. We further certify that, since the receipt of this RFP, no contact, discussion or negotiation have been made nor will be made regarding this proposal with any employee or board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal. We also certify that we meet all of the eligibility requirements as stated in the Request for Proposal and have provided evidence of such in our proposal. We recognize and agree that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document. Submitted by: Name Authorized Signature Name and Title Telephone Date 8
9 DESCRIPTION OF PRODUCT OFFERING Schedule B Responses in this section should summarize the proposed solution and fully address all capabilities described in Section II; Software Functions Please attach any pre-printed documentation. 9
10 Schedule C EXPERIENCE AND EXPERTISE Please describe your experience and expertise which qualifies you to provide this software and perform this service. Include specific references and associated contact information. You may attach documents electronically. 10
11 Schedule D COSTS One time initial product costs or licensing fee Annual maintenance and support costs Estimated annual escalation percentage on annual maintenance Training and Implementation Costs $ $ % $ Other Costs Please itemize Vendor may attach its own price schedule to this document. Please be sure to detail all costs. 11
12 Schedule E REFERENCES References must be from organizations of similar size and/or functionality to. A minimum of four (4) references is required. 12
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