REQUEST FOR QUOTATION RFQ #MC15-006 Boise State Football Recruiting Internet Marketing Issue Date: August 8, 2014 Closing Date August 22, 2014 Mike Carr, Senior Buyer mikecarr@boisestate.edu
1. SCOPE 1.1 Overview Boise State football is seeking proposals for creative, production and programming services to develop a stylized and connected internet marketing platform for recruiting. Currently Boise State football has a designated recruiting website at the URL BoiseStateFootball.com and a mobile app of Boise State Football. With the ever changing landscape of internet and mobile technology, a site and app upgrade and look is required. The primary target audience is the 15-17 year old male that serves as a prospective student-athlete at Boise State University. Secondary targets are the parents of these prospective student-athletes, followed closely by fans of the Boise State football program. 2. TERMS OF PROCUREMENT PROCESS 2.1 Timeline: RFQ Closing Date: August 22, 2014, 5 pm, Mountain Time. Late quotes will not be accepted. 2.2 Signature Page and Cost Sheet Quotes must be submitted with the attached University supplied Signature Page (Attachment 1) and Cost Sheet (Attachment 2). 2.3 State of Idaho Standard Contract Terms and Conditions The State of Idaho Standard Contract Terms and Conditions and Instructions to Vendors are incorporated by reference into and shall apply to this solicitation and any contract resulting from this solicitation. Vendors are encouraged to review these documents at the following website. http://purchasing.idaho.gov/terms_and_conditions.html Responses received qualifying the offer based upon the University accepting terms and conditions of the Vendor shall be found non-responsive, and no consideration of the Response given. 2.4 Contract The RFQ, any and all attachments and amendments, the successful Vendor s response, any negotiated changes to the same, and the purchase order, will become the contract. The contract, in its incorporated composite form, represents the entire agreement between the Contractor and University and supersedes all prior negotiations, representations, understandings or agreements, either written or oral. 2.5 Vendor Agreements and Assumptions Where Vendor agreements and assumptions, specified in the Vendor s response, differ from the State of Idaho Standard Contract Terms and Conditions, or the terms and conditions of this Solicitation, the State s Terms and Conditions and the terms and conditions of this Solicitation shall apply. Where Vendor agreements and assumptions supplement the State of Idaho Standard Contract Terms and Conditions and Related Services (if specifically identified as applicable to this solicitation), or the terms of this Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the University in writing. Where unsolicited supplemental documents including unsolicited pricing quote sheets are submitted, the University reserves the right to deem the quote non-responsive if the supplemental documents conflict with the specifications of this solicitation. Supplemental documents shall be considered as reference materials only, and nothing contained within a supplemental document shall be deemed as accepted by the University, unless accepted by the
University in writing. Vendors are cautioned against the use of supplemental documents. Conflicting supplemental documents may lead to the response being deemed non-responsive, and no consideration of the response given. It is recommended that Vendors review the State s Solicitation Instructions to Vendors, Clause 20 at the following website. http://purchasing.idaho.gov/terms_and_conditions.html 2.6 Award Contract will be awarded to the respondent with the highest overall score. The University reserves the right to award only a portion of the project. 2.7 Payment Payment terms shall be NET 30 following the month the service is completed. 2.8 Insurance Within five (5) business days of the effective date of the Agreement, the Vendor shall provide certificates of insurance to the Boise State University Purchasing Department, Attn: Mike Carr, naming Boise State University and the State of Idaho as an additional insured. Contractor will maintain the insurance during the life of the Agreement. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the 5 business day period may be cause for the termination of the Agreement without any liability on the part of the University. If the property purchased by the University requires the Vendor to perform services where the use of a vehicle is required, or is performed on Boise State University properties, Contractor shall also carry automobile liability insurance. Insurance requirements: http://rmi.boisestate.edu/wp-content/uploads/2012/01/0-1-11-12-ins-rqmts-3rd-party.pdf 2.9 Contact with University Personnel From the date of release of this solicitation until Intent to Award Letter is issued, all contact and requests for information shall be directed to the University s Buyer, only. Regarding this solicitation, all contact with other personnel employed by or under contract with the University is restricted. During the same period, no prospective vendor shall approach personnel employed by, or under contract to the University, on any other related matters. An exception to this restriction will be made for vendors who, in the normal course of work under a current and valid contract with the University, may need to discuss legitimate business matters concerning their work with the contracting agency. Violation of these conditions may be considered sufficient cause by the University to reject a vendor s quote, irrespective of any other consideration. 3.1 SUBMISSION 3. QUOTE SUBMISSION, REQUIREMENTS, & FORMAT All QUOTE materials must be shipped in a single, sealed envelope or shipping container. Include one original and two copies. Cost portion is only to be included with the original document. To insure that your QUOTE is handled properly, the following information must be placed in the lower left
corner of your quote package: BIDDER S COMPANY NAME RFQ NUMBER & TITLE CLOSING DATE ATTN: Mike Carr Mail your bid package to (When sending packages by FedEx, UPS, or other Couriers) Attn: Mike Carr Boise State University Purchasing Department 1910 University Drive Boise, ID 83725 QUOTES are to be hand-delivered, US mailed, or carrier shipped. QUOTES must be received at the offices of the Purchasing Department and time stamped using the Department s time stamp, no later the than the date and time set forth for the closing of the Request for Quotation. 3.2 RESPONSE CHECKLIST 3.2.1 BOISE STATE SIGNATURE PAGE A completed Boise State Signature Page is to be submitted. The signature page is attached. ANY ALTERATION, INCLUDING STRIKE-TROUGHS, OF THE BOISE STATE SIGNATURE PAGE, WILL IMMEDIATELY RENDER THE QUOTE NONRESPONSIVE. 3.2.2 COST SHEET Complete the attached cost sheet and include with your response. If required additional pages may be added. 3.2.3 Technical Response Respond to all elements of the Technical Specifications. 4. TECHNICAL SPECIFICATIONS 4.1 Project Information: Platforms to be developed and built via this RFQ: 1. Desktop Website 2. Mobile Website 3. Mobile App (ios and Android) 4. Coaches Recruiting App (ipad) 5. A Common Webserver (CMS) for content delivery and maintenance to all outreach platforms Key Boise State Football Elements For Inclusion in Website and App Platforms 1. Navigable Home Page 2. Facilities (best method to show off new Bleymaier Football Center ie, Panoview, Cinematic Video, etc) 3. Uniforms (best method to do uniform display to show off uniform combinations)
4. Coaches 5. Videos (video vault that includes various categories Hype Videos, All-Access Videos, Coaches Bio Videos, Game Highlights) 6. Program Highlights Additional Information o Mobile App and Mobile Website need to serve two different functions. Mobile website needs to provide program overview that is mobile friendly both graphically, navigation and ability to play video. Mobile App is the key communication point of Boise State Football, stressing social media, latest news articles and video shorts for constant content and contact. o Coaches recruiting app is a new approach to allowing coaching staff to have various content in one packaged app loaded on an ipad for recruiting visits and on the road presentations. The content in this app needs to have the ability to change and be updated and then downloaded by coaches not in the office. The information and content on this app is different and not for public consumption so housed differently. Content formats to include Videos, Photos, Powerpoint, PDF s, Documents o The idea behind the Coaches recruiting app is to be able to bring various presentation materials together into one platform that can be easily navigated via ipad s for the coaches to pull up preproduced PowerPoint slides, target videos specific to their position groups, latest data on Boise State and Bronco football. This app is an in-house app not available for public consumption. It would be maintained on a server where updates made could be downloaded via WiFi for the coaches on the road. For example, the in-house app may have a PowerPoint deck introducing the Boise State program, plus a series of videos and graphical images. This app should be set up to allow the coaches to easily bounce back and forth depending on how they want to tailor their in-house or at school recruiting presentation. Provide Details Relating to Following Services in completing the above platforms: o Details on full time staff members who will work to develop the concept, architecture and delivery of the project o Timeline for Project Management o Art direction & Graphic Design Examples o Proposed authoring for website and CMS o App Development Programming Work Flow o Motion graphics examples o Experience level in video, still photography, editing and composition o Outline ability to train Boise State football staff on updating and management of completed sites and apps Requirements for Completed RFQ: o Organization approach and philosophy (short bio on company) o Completed Website and/or Mobile App example links/sites o Comparison Website and/or Mobile Apps that would portray the style for suggested platforms o Minimum of Three Graphic Design Examples pertaining to this project o Detailed Summary on how the requested platforms will be constructed, key features fitting our target demographics and summary of key technology and navigation points that will make these platforms user friendly and separate Boise State football from the competition o Completion Estimate in Weeks or Months (start point would be after a concept meeting with Boise State)
o Cost for Project as a Whole o Cost on Single Elements for the following: 1. Desktop Website 2. Mobile Website 3. Mobile App 4. Coaches Recruiting App 5. Maintenance or Programming Changes (if needed to be done by Bidder) (ie Hourly Rate) 4.2 Award Criteria: o Highest Point Total to be Awarded Quote (Maximum Point Total is 1000) For example in Area I top point recipient will get 150 pts. Each other bidder will receive point total in comparison to that top point recipient. A bidder may receive 145 points if it is very close, or another number value based on comparison. Each bidder will receive a point total in each of the four areas, adding up to the final point total in determining the winning response. o Area I Experience and Previous Work Examples Top response to receive 150 points. Scoring to be based on scope and depth of previous work as judged by Boise State Football, both in clientele, look/design of previous work, and outline of company credentials/staff o Area II Creative Development Outline for This Project Top response to receive 400 points. Scoring to be based on thoroughness of project development, strategies on implementation of the pieces, and overall information on look and feel of projects outlined in RFP. Included in this area should be an estimated time of completion/timeline from start to finish of the projects listed. o Area III Production, Graphic Design, Visuals, Technology Advancement & Platform Uniqueness Top response to receive 300 points. Scoring to be based on creative examples provided by bidding company. This includes graphical, animation, video and research examples of other sites of schools as a basis for project development. o Area IV Overall Cost to Complete Project Cost scoring is as follows, lowest cost to receive the full 150 points, and remainder of bids to receive point total via the following formula: Calculator: The low RFQ cost award will be 150. Divide the lowest cost by other RFQs cost, then multiply by 150 to get that other response point award. Example: A low RFQ of $9,600.00 would receive 150 points. The next RFQ of $12,000.00 would be calculated as ($9,600.00 divided by $12,000.00 =.8 X 150 = 120), and therefore receive 120 points.
ATTACHMENT 1 SIGNATURE PAGE THIS SHEET MUST BE FILLED OUT, SIGNED AND RETURNED. THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES, IF THIS QUOTE IS ACCEPTED WITHIN A REASONABLE TIME FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR QUOTE AND UNDER ALL THE TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE STATE UNIVERSITY S SOLICITATION. SUBMISSION OF A QUOTE TO BOISE STATE UNIVERSITY CONSTITUTES AND SHALL BE DEEMED AN OFFER TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES AT THE PRICE SHOWN IN THE QUOTE AND UNDER THE STATE OF IDAHO S TERMS AND CONDITIONS. AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS QUOTE FOR THE VENDOR AND THE QUOTE IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR CORPORATION MAKING A QUOTE FOR THE SAME GOODS AND/OR SERVICES AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR A VENDOR S FAILURE TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE VENDOR S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CONSIDER THE TERMS AND CONDITIONS IN THE VENDOR S RESPONSE TO THE SOLICITATION. Please complete the following information: VENDOR (Company Name) ADDRESS CITY STATE ZIP CODE TOLL-FREE # PHONE # FAX # EMAIL FEDERAL TAX ID / SSN # SIGNATURE PAGE MUST BE SIGNED & RETURNED FOR RESPONSE TO BE CONSIDERED. Signature Please type or print name Date Title
Attachment 2 Pricing Sheet Project Element Desk Top Website Mobile Website Mobile App Coaches Recruiting App Maintenance or Programming Changes (Hourly Rate) Cost for complete project (Cost points will be based on this cost) Cost