Request for Proposals For a Message Notification System. for. Missoula County Public Schools (MCPS) Missoula, Montana

Transcription

1 Request for Proposals For a Message Notification System for Missoula County Public Schools (MCPS) Missoula, Montana March 29,

2 REQUEST FOR PROPOSALS Notice is hereby given that Missoula County Public Schools, Missoula, Montana, will accept proposals at 915 South Avenue West, Missoula, Montana. Proposals are being solicited for a Message Notifications System. A copy of the Request for Proposal is available at: 915 South Avenue West Missoula, Montana 59801; by ljacobs@mcps.k12.mt.us or on the Missoula County Public Schools website: The due date for proposals is April 12, 2013 by 4:00 p.m. (MST) in the District Business Building located at 915 South Ave. West, Missoula, MT. No late proposals will be accepted. If your proposal meets or exceeds $50, then the proposal must be accompanied by a certified check, cashier s check, U.S. currency, money order, or bid bond in an amount of not less than 10% of the total proposal amount. The District reserves the right to reject any and all proposals, and if all proposals are rejected, to re-advertise under the same or new specifications, or to make such an award as in the judgment of its officials best meets the District's requirements. The District reserves the right to waive any technicality or informality in the bidding process which is not of substantial nature. Anyone attending the proposal opening or any other meeting associated with this proposal, and needs accommodations for a disability is requested to notify Lenora Jacobs ( x3021) two days in advance to make arrangements for any special accommodations. All proposals must be submitted through the mail to: Missoula County Public Schools, Attn: Burley McWilliams, 915 South Ave. West, Missoula, MT and plainly marked on the outside of the envelope: PROPOSAL FOR MESSAGE NOTIFICATION SYSTEM. All questions should be submitted by or telephone to: Burley McWilliams Risk Manager , ext 3041 bmcwilliams@mcps.k12.mt.us 1

3 SCOPE OF WORK Need for a Message Notification System: In order to improve its capability to provide consistent, timely communications with parents and staff, MCPS intends to utilize a message notification system that is demonstrably capable of: Sending a voice message by telephone within a specified time period, by schedule or on demand, to all district parents, district staff, or to any defined subgroup of these. Sending mass messages to parents, staff or to any defined subgroup. Sending of text messages to parents, staff or to any defined subgroup. Retrying unsuccessful attempts for voice message for a defined number of times. Identification of addresses in system that are not valid. Interfacing with MCPS systems for automatic maintenance of demographic information and daily absentee information. Securing against unauthorized use and unauthorized exposure of confidential information. Maximizing ease of use. Minimizing the involvement of district staff in support and training activities. Requires no hardware, software or additional phone lines. Providing multiple, out of state data centers. MCPS is seeking a single provider to design, install, train, maintain, and provide ongoing help for the new notification system. Vendors, as a rule, when this scope of work references options, please make certain you provide pricing. In addition, provide detailed explanation of the options in your response. MCPS is seeking an externally-managed applications service provider. MCPS reserves the right to waive any minor irregularities or defects in any response if a waiver is in its best interest. 2

4 MINIMUM ELIGIBLITY REQUIREMENTS 1. The proposed system must be fully hosted by the Application Service Provider (ASP) or vendor. Hardware or blended hardware ASP solutions will not be considered. 2. The vendor must be able to validate a minimum of five (5) years of experience in providing K-12 clients with its fully-hosted ASP solution being offered in the response to this proposal. 3. The vendor must be licensed to do business in the state of Montana prior to delivery of any services. 4. The vendor agrees that MCPS reserves the right to ask questions of a clarifying nature or request more information or documentation as needed once proposals have been opened. 5. The vendor must have call capacity adequate to serve MCPS system. 6. The vendor must provide three (3) references of K-12 institutions that it has or still provides services. Basic Features: FUNCTIONAL REQUIRMENTS 1. Demonstrate the capacity to support at least 1,200 employees, 8,500 students, and 25 school and office sites with room for growth. 2. The vendor should offer an ASP messaging system with no district-owned or leased equipment, or any on-premise equipment or specialized hardware other than an Internet Browser and no additional phone lines required at the District or the vendors site. This ASP system will be used to deliver all messages types, not just emergency messages. 3. Capable, responsive, communicative 24 x 7 x 365 customer service. 4. System must deliver clear and realistic voice messages, as well as mass s. 5. The ability to send customized recorded messages and messages generated by text to speech processing. 6. The ability for the receiver to replay a message. 7. The ability to deliver four (4) message types: emergency, outreach, surveys and attendance. 8. The ability to record and archive messages for future delivery. 9. The ability to deliver messages in the user s own voice and text-to-speech or blend of the two. 10. Provision of pricing plan for unlimited calling which includes all District users and site users, and calling to both parents and staff (The proposer must outline all additional fees, if any, for support, training, travel, maintenance, or any other costs, including the cost of any long distance calling to reach recipients). 11. Guaranteed pricing for two (2) years with the option to renew yearly. 12. The ability to provide automated attendance calling district wide and/or on a site by site basis. 13. The ability to provide automated lunch balance messages. 3

5 TERMS and CONDITIONS Addendums, Modifications and Changes: Missoula County Public Schools may amend or change this bid prior to bid opening. All known bidders will be notified of such changes. Changing, Modifying of Sealed Bids: Any bidder may change, modify or withdraw a bid either personally or in writing at any time prior to the time set for bid opening. No bid may be withdrawn or modified after the time set for opening unless the award of contract is delayed for a period exceeding forty-five days. Withdrawal of Sealed Bids: Any bidder may withdrawal his bid at any time prior to the "Bid Opening" date. If however the bid is withdrawn after "Bid Opening" and before formal "Board Approval", that bid may not be resubmitted for consideration. Bid Security: (IF REQUIRED): MCA If the bid is equal to or over $50, then a bid security requirement will be enforced. A certified or cashier's check, bid bond, money order, or U.S. dollars in the amount of ten percent (10%) of the total cost of material or service shall accompany each bid. A company, personal, or corporation check will not be considered an acceptable bid security for the purpose of this bid solicitation. Firm Bids: Proposals marked "PRICE PREVAILING TIME OF DELIVERY" or "LEASE RATES SUBJECT TO APPROVAL" or other such qualifying statements will be cause for rejection of the proposal as unresponsive and unacceptable. THE BOARD OF TRUSTEES RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND TO AWARD THE CONTRACT FOR THE BID CONSIDERED TO BE THE BEST SUITED TO THE NEEDS OF THE SCHOOL DISTRICT, AND TO WAIVE INFORMALITIES. General Guidelines: All bidders must abide by all state and federal guidelines dealing with Workman s Compensation, Minimum Wage, Prevailing Wage Scale, EEO and all other applicable guidelines and polices. All agents doing business with the school district must abide by all applicable discrimination policies and guidelines as outlined in Title 18, Public Contracts, MCA. By participating in the attached BID, you have agreed to the terms and conditions outlined above. Missoula County Public School's TERMS AND CONDITIONS take precedence and priority over all bidding participants' TERMS AND CONDITIONS. 4

6 CONTRACTOR CHECK LIST (this page not required to be turned in) 1. Bid security attached if total bid exceeds $50,000.00? 2. Deadline for submitting this bid is April 12, 4:00 P.M. (MST) 3. Is required submittal information attached? 4. Is the bid signed by an authorized official of the company? All inquires should be submitted by or telephone to: Missoula County Public Schools ATTN: Burley McWilliams, Risk Manager 915 South Ave. West Missoula, MT Phone: , ext Fax: bmcwilliams@mcps.k12.mt.us Plainly mark on the outside of the envelope: PROPOSAL FOR MESSAGE NOTIFICATION SYSTEM. 5

7 Missoula County Public Schools Message Notification System Request for Proposal March 29, 2013 Deliver Proposal to: Burley McWilliams, Risk Manager Missoula County Public Schools 915 South Ave. West Missoula, MT Sealed Proposal accepted until: April 12, 2013, 4:00 PM MST Proposal must include: Company Name Address Federal I.D. Number Phone, Fax, Offeror Name, Typed Signature and Title of Offeror Date of Signature 6

8 SIGNATURE PAGE The undersigned, as proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below COMPANY NAME: ADDRESS: FEDERAL I.D. NUMBER: PHONE NUMBER: FAX NUMBER: OFFEROR NAME: SIGNATURE AND TITLE OF OFFEROR: DATE OF SIGNATURE: _ 7

9 SCHEDULE OF EVENTS RFP Released March 31, 2013 Deadline for written inquiries April 12, 2013 Proposal Due Date..4:00PM MST, April 12, 2013 Proposal Review: Selection of Product..April 15 April 19, 2013 Product Demonstrations..April 22 April 26, 2013 Contract Selection....June 11, 2013 Award Contract.....July 1, 2013 *The recommendation for selection, if any, is scheduled to be made at the May 15, 2013 Finance and Operations Committee meeting of the Board of Trustees. Final approval must be made by the full Board of Trustees. The contract for services cannot be executed until after the Board of Trustees approve the recommended selection at the June 11, 2013 Board of Trustees Meeting. 8