Request for Proposal RFP No. IT Online Meeting Solution

Transcription

1 Request for Proposal RFP No. IT February 15, 2016 Online Meeting Solution Deadline for Receipt of Proposals: March 14, 2016 Proposals to be submitted by to Allyson Eberhart: Procurement Department Illinois Learning Technology Purchase Program Regional Office of Education #9 200 S. Fredrick St. Rantoul, IL 61866

2 1. Background & Intent The Illinois Learning Technology Purchase Program ( ILTPP ) is a statewide technology purchasing consortium of K 12 educational entities. ILTPP is tasked with securing the ability to establish relationships with various suppliers that offer quality hardware, software and other technology related products at a consistently low price and high level of service for Illinois' public, private and parochial PK 12 school sites, districts and administrative offices (the "Program"). ILTPP is a voluntary Program; schools and districts are not required to participate in the Program but are encouraged to join because of cost and time savings. ILTPP Membership is available to all Illinois public, private and parochial PK 12 education school sites, districts, libraries, administrative offices, and educational service agencies. ILTPP Members ( Members ) are defined as those who have an account within the ILTPP Marketplace as well as those who have purchased through an ILTPP contract within the previous fiscal year. Membership is renewed annually unless terminated by the Member. In summary and without limiting the mandatory and rated requirements of the RFP ( see section 4 of this RFP ), ILTPP is seeking to secure an online meeting solution which meets all specifications and requirements of this RFP; provides an online meeting solution for each of the Program s Members to be able, independent of ILTPP responsibility to purchase subscription services for an annual fee payable by the Member; allows each of the Program s Members to be able, independent of ILTPP responsibility to choose and purchase add ons which would be billed directly to each respective Member at their own respective cost; and provides the Program s Members with what is in its opinion, provides the best overall value in a group based online meeting solution for ILTPP Members. 2. Proposal Content and Doctrine of Substantial Compliance This RFP includes both mandatory and rated requirements. The Program requests proposals which: i. allows for multiple Members to purchase annual subscription service using the ILTPP statewide contract; ii. confirm and demonstrate compliance with all of the stated mandatory requirements; and iii. should address or respond to each of the stated requirements. a. Mandatory Requirements Mandatory requirements are expressed in this RFP using terms such as must or shall and are followed by the letter (M) in section 4 of this RFP. 1

3 These mandatory requirements will be understood to constitute an imperative requirement of the Program with respect to this RFP. Proponents are required to provide a clear response to each mandatory requirement item in their proposals. If a mandatory requirement is not provided in a Proposal, that Proposal will be considered non compliant with this RFP and will be unable to be evaluated/scored under the Rated Requirements Evaluation Criteria (see Evaluation Methodology in section 5 of this RFP) unless the doctrine of substantial compliance (as defined in this RFP) is deemed to apply by the Program in its sole and absolute discretion. If a mandatory requirement is not technically feasible, not in line with industry standards, or contradicts other requirements, the Proponent should state so in writing to Allyson Eberhart ( aeberhart@iltpp.k12.il.us ) on or before February 22, The Program in its sole and absolute discretion may recommend changes to Proposals in an addendum to this RFP (see section 7a of this RFP). b. Rated Requirements Proposals will be evaluated and scored pursuant to the Evaluation Methodology set out in section 5 of this RFP. The Rated Requirements Evaluation Criteria rates how strongly and the ease at which the characteristics of the mandatory requirements provided in proposals meet the Program's needs. Rated requirements in this RFP are followed by the letter (R) in section 4 of this RFP and will be assessed/scored by the Program in accordance with the Rated Requirements Evaluation Criteria set out in section 5b of this RFP. Note to Proponents: It is essential that Proposals are stated in a clear and concise manner. Failure to provide complete information as requested will be to the Proponent s disadvantage. c. Doctrine of Substantial Compliance While it remains the Programs prerogative in its absolute and sole discretion to exclude any proposal from further evaluation or consideration for having failed to meet a mandatory requirement, the Program nevertheless reserves the right in its absolute and sole election to determine that a proposal substantively complies with a mandatory requirement. In such a case, substantive compliance means where the solution proposed or the proposal itself: i. accomplishes a mandatory requirement using an alternative method than that envisaged by the Program; and ii. the degree that the proposal is apparently non compliant with the specified requirement is considered by the Program to be minor and not material to the overall procurement intent of this RFP. 2

4 3. Outcomes (Award, Potential Contract, and Term of Potential Contract) ILTPP reserves the right to accept or reject any and or all proposals should such be determined by ILTPP to be in the Program s best interest. Should only one proposal be received, ILTPP reserves the right to reject it. ILTPP does not guarantee that any proposal will produce a staff recommendation to the ILTPP Advisory Board or that any contract for services will ultimately be endorsed by ILTPP. In the event there is a successful Proponent to this RFP, the Award to a successful Proponent is a recommendation by ILTPP Staff for the successful Proponent to enjoy the sole ability of being able to discuss a potential contract with ILTPP. To provide incentive for the submission of proposals which meet the requirements of this RFP, ILTPP will advertise and promote the awarded contract to its 623 Members and aggregate their purchases for a special buy. In the event there is a successful proponent to this RFP which enters discussions with ILTPP, the Program reserves the right to change its direction with respect to the term of any potential contract at any time prior to endorsement. In the event there is a successful proponent to this RFP and discussions with ILTPP ultimately fail to produce an endorsed contract, the Proponent in endorsing the RFP Response Form does hereby acknowledge that no damages or liability flow from such failure and does hereby release and hold harmless ILTPP for any costs or damages incurred by the Proponent in preparing a Proposal or negotiating with ILTPP. 4. Mandatory and Rated Requirements of this RFP a. Mandatory Features (M) Proposals must (M) at minimum, provide an online meeting solution that shall offer: i. Video and web conferencing capabilities including: 1. The ability for meeting participants to meet virtually using their computer s microphone and speakers, 2. Meetings include a call in number, and 3. Meetings can accommodate at least 25 participants; ii. Desktop and Application Sharing: meeting organizers can share their screen with meeting attendees; iii. Recording Capabilities: meeting organizers can record, store, and download meetings; iv. Management Capabilities including: 1. The service provides basic management features that include user management, reporting, and scheduling, 2. Members have access to create an unlimited number of meetings, 3. Meeting duration is unlimited; and 3

5 v. Compatibility with Mac, Windows, ios, and Android software systems b. Strength of Mandatory Features (R) The extent to which and ease at which the specific characteristics of the mandatory features (4a 1 5 above) provided in proposals meet ILTPP stated needs will be rated (R) pursuant to the Rated Requirements Evaluation Criteria set out in section 5b of this RFP. c. Software Requirement (M) Proposals must (M) confirm the use of the following software used by the Program: i. service is compatible with Mac, Windows, ios, and Android software systems d. Support, Maintenance and Training (M) Proposals must (M) provide for and explain how the online meeting solution proposed would: i. be supported by full product support, maintenance and training to IT and support staff of the Members schools for the duration of any potential contract for no additional charge beyond the all inclusive annual fee; ii. include full software support of the proposed solution including troubleshooting of any related issues, and iii. provide for on going software maintenance including software updates, bug fixes and any related issues. e. Strength of Support, Maintenance and Training (R) The strength of the support, maintenance and training (4d 1 3 above) provided for in the online meeting solution proposals will be rated (R) pursuant to the Rated Requirements Evaluation Criteria set out in section 5b of this RFP. f. Additional Features List (M) Proposals must (M) provide a list of additional features offered which includes a description of and pricing of the additional features. g. Utility and Effectiveness of Additional Features List (R) The utility and cost effectiveness of the additional features included on the additional features list provided in online meeting solution proposals will be rated (R) pursuant to the Rated Requirement Evaluation Criteria set out in section 5b of this RFP. 4

6 h. Volume Pricing Discount Proposal Proposals must provide a group or volume pricing discount proposal, to include a list or table detailing the per user annual subscription fee price points of 50, 100, 250, 500, and 1000 licenses. i. RFP Response Form (Acknowledgement) (M) A scanned copy of an original endorsed RFP Response Form must be provided to Allyson Eberhart with the proposal by the deadline for receipt of proposals (March 14, 2016), the original to be received by Allyson Eberhart via regular letter mail following the submission of proposals. 5. Evaluation Methodology a. Examination for Compliance with Mandatory (M) Requirements Proposals will first be examined for compliance with the mandatory requirements of this RFP. If a mandatory requirement is not provided in a proposal, that proposal will be considered non compliant with this RFP and will be unable to be evaluated/scored under the Rated Requirements Evaluation Criteria (section 5b of this RFP) unless the doctrine of substantial compliance (as defined in this RFP) is deemed to apply by ILTPP in its sole and absolute discretion. b. Rated (R) Requirements Evaluation Criteria The rated requirements of compliant proposals will be evaluated under the Rated Requirements Evaluation Criteria provided in the table below. The lowest or any proposal at all will not necessarily be accepted by ILTPP. In the event a proposal is selected by staff as the basis for providing a recommendation for a proponent to be able to attempt to discuss a potential contract with ILTPP, the basis of such selection will be on the proposal which provides the best overall value as determined by the exercise of the Rated Requirements Evaluation Criteria. ILTPP reserves the right to accept or reject any or all proposals should such be deemed by the Program in its sole discretion to be in its best interest. Should only one proposal be received, ILTPP reserves the right to reject it. 5

7 ITEM RATED REQUIREMENTS EVALUATION CRITERIA EVALUATION WEIGHTING 1. Strength of Mandatory Features: The extent to which and ease at which the specific characteristics of the mandatory features (4a 1 5 of this RFP) provided in proposals meet the Program s needs 2. Strength of Support, Maintenance and Training: The strength of the support, maintenance and training (4d 1 3 of this RFP) provided for in proposals 50% 20% 3. Price for Base Model Services 15% 4. Utility and Cost Effectiveness of Additional Features List 10% 5. Professionalism of Proposal 5% Total 100% 6. Additional General Conditions a. Subcontracting and Assignment The Proponent acknowledges that in any potential contract with the Program, no subcontracting or assignment of rights and obligations of the Proponent will be permitted without the written consent of the Program. 7. Additional Special Conditions of this RFP a. Addenda The Program reserves the right to revise this RFP up to the final date for the deadline for receipt of proposals (March 14, 2016). Any necessary addenda to this RFP will be posted on the Program website (iltpp.k12.il.us) ONLY. The Program at its discretion may or may not change the date for submissions depending on the date and extent of the Addenda. b. Question Period In the event any proponent has clarification question(s) on the requirements for the submission of a proposal pursuant to this RFP, such questions must be submitted by to Allyson Eberhart ( aeberhart@iltpp.k12.il.us ) on or before February 22, 2016 at 6

8 12:00 p.m. Answers to all clarification questions with respect to the submission of a proposal will be provided in an addendum which will be posted on the Program website (iltpp.k12.il.us) ONLY, on February 23, Only answers requesting clarification on the requirements for the submission of a Proposal will be answered. c. Licensing In providing a proposal and endorsing the RFP Response Form (pg. 9 of this RFP), the Proponent does hereby irrevocably acknowledge and does hereby warrant that it is the either the legal licensor or software owner of all components of its proposed online meeting solution or has been granted the legal right to offer license of all components and solutions contained in its online meeting proposal. The Proponent in endorsing the RFP Response Form (pg. 9 of this RFP) does hereby release, indemnify, defend and hold completely harmless ILTPP, each Member and their respective Boards from any and all liability, including legal costs, from any actions with arise with respect to the intellectual property rights of any component(s) of the online meeting solution proposed. The Proponent further acknowledges that in the event it is able to negotiate a contract with ILTPP, it will be required to provide a written license to ILTPP and its Members which allows for the complete use of all of the licensed components of its proposed online meeting solution. d. Confidentiality The Proponent acknowledges that any and all information relating to the business and affairs of ILTPP and its Member which are not a matter of public record are confidential and that in the event it is able to negotiate a contract with ILTPP, any agreement with ILTPP will include a confidentiality clause requiring the strict protection of such confidentiality by the Proponent. 8. Submission of Proposals and Timeline of RFP Events a. Submission of Proposals Please ensure that your Proposal: includes the name and contact particulars of the Proponent is submitted by to Allyson Eberhart at aeberhart@iltpp.k12.il.us by March 14, 2016 at 4:00 p.m. provides for and addresses all mandatory (M) and rated (R) requirements of this RFP (see s. 4 of this RFP) provides a volume pricing discount proposal (see s. 4 of this RFP) 7

9 includes a scanned copy of an original endorsed RFP Response Form (pg. 9 of this RFP), the original to be received by Allyson Eberhart via regular letter mail following the submission of proposals. In the event you have any questions with respect to the requirements for the submission of a proposal pursuant to this RFP, you may contact: Allyson Eberhart ILTPP Program & Marketing Facilitator aeberhart@iltpp.k12.il.us Phone: b. Timeline of RFP Events Event Posting of RFP* *on Program website ( iltpp.k12.il.us) Final date for submission of clarification questions (by 12:00 p.m.) Posting of answers to clarification questions* *on the Program website (iltpp.k12.il.us) ONLY Date February 15, 2016 February 22, 2016 February 23, 2016 Deadline for receipt of proposals (by 4:00 p.m.) March 14, 2016 Evaluation of proposals March 15,

10 RFP Response Form (Acknowledgement) Request for Proposal RFP No. IT Online Meeting Management Solution I/We have read and understand this RFP, including all Addenda to this RFP, and hereby agree to all of the terms and conditions noted in this RFP and all Addenda thereto. Dated this day of, Name of Proponent (please print) Address City State Zip Phone Per: Signature of Proponent (name), (position) (initials) I have authority to enter into legally binding agreements 9