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Wentworth Institute of Technology
Fall 2009
Electronic Portfolio Research & Acquisition
Kyle Richardson, Phil Cyr, Brian Moughty & Steve Ganung
2
TABLE OF CONTENTS
COMPANY PROFILE.………………………………………………………………………………………..3
PROJECT STAKEHOLDERS………………………………………………………………………………….4
PROJECT CHARTER……………...………………………………………………………………………….5
PROJECT PLAN…………………………..………………………………………………………………….7
GROUP EVALUATION TOOL……………..……………………………………………………………….8
SCORING MATRIX………….……………………………………………………………………………...9
LINKEDIN REQUEST FOR PROPOSAL………………………………………….……………………...10
PLAXO REQUEST FOR PROPOSAL………….….……………………………………………………...17
IWEB REQUEST FOR PROPOSAL……….…………………………..………………………………...24
NEGOTIATION STRATEGY……………………………..………………………………………..………31
DEAL SHEET…………………………………………………………………………………………….…33
IMPLEMENTATION GAME PLAN………………………………………………………………………34
CLOSURE DOCUMENT…………………………………………………………………………….…….35
3
COMPANY PROFILE
Wentworth Institute of Technology
Opened in 1904
Size: 3,636 students
Locations: 35 acre campus in Boston, MA
Majors: 15 Bachelor Programs
Faculty: 134 full-time faculty
Management Program
Concentrations: Technology Management, Communications, Project Leadership
Electronic Portfolio Implementation: 2006
Why Electronic Portfolio: EP’s were introduced to the program to provide the students’ with a virtual
edge over competition when applying to jobs upon graduation.
Job Rate: 80% of students get a job
Graduation Rate: 40%
4
PROJECT STAKEHOLDERS
Cindy Stevens
(617) 989-4388
Beatty 306
Cristy Maldonado
(617) 989-4645
Annex 205
Lisa Maness
(617) 989-4370
Beatty 403
Michael Dunlop
(617) 989-4685
Beatty 305
Patrick Hafford
(617) 989-4870
Beatty 404
5
PROJECT CHARTER
1. Executive Summary
Wentworth Institute of Technology Bachelor of Science and Management (BSM) students
currently create electronic portfolios in an HTML editing format on FrontPage or Dreamweaver
software. There is an opportunity to acquire new technology that will assist the Wentworth
students in creating professionally designed and respected electronic portfolios. The results of
this project may be demonstrated to other departments at Wentworth in order to assist those
departments with their electronic portfolios.
2. Business Need
Need to easily develop and upload content onto the electronic portfolio.
Need to have professional designed layouts for all the electronic portfolios.
Need to easily edit and update the electronic portfolios.
3. Project Objectives
Apply a new technology for Wentworth management students to use when creating their
electronic portfolios.
4. Impact Assessment
Improve the electronic portfolios of Wentworth management students.
5. Measures of Success
This will be considered successful if the job rates of Wentworth management graduates
increases from the 80% job rate that currently exists.
This will also be considered successful if the percentage of management seniors that pass their
electronic portfolio final evaluation the first time increases.
6. Scope
This project will address the design of electronic portfolios for all Wentworth management
students.
7. Risks
Electronic Portfolios will become more complicated and/or confusing.
Wentworth management students will stop creating and using electronic portfolios.
8. Time Constraints
This project needs to be completed by the end of Wentworth’s Fall 2009 semester.
6
9. Project Stakeholders and Sponsors Approval
Professor Stevens
Cristy Maldonado
Pat Hafford
Bill Farrick
7
PROJECT PLAN
Project Management Plan:
The following diagram represents the project life cycle that will be used to manage this project:
Initiation
Planning
Research
Evaluation
Negotiation
Implementation
Operation
Risk Management Plan:
Risks will be managed by weekly team meetings where the project will be assessed and evaluated. Edits or
additions will be made to the project each week as the team sees appropriate.
Issue Management Plan:
Issues will be managed according to the project schedule and team evaluation tool. These issues and tools will be
reviewed during the weekly team meetings.
Change Management Plan:
Changes will be managed by the team in the weekly meetings and added to the project schedule or updated in a
document for the final report. The team will assess and evaluate where and how change is needed if necessary.
Quality Management Plan:
Quality will be managed by the team and head stakeholder in the project weekly during the assigned meeting
times.
Product Management Plan:
The product will be an in-depth assessment of various vendors and those vendors will be evaluated in the project
scoring matrix. The product will be a report and the team will review each piece of the report during the weekly
meetings.
8
GROUP EVALUATION TOOL
Group Objectives:
Each group member will be evaluated with the following scale at the conclusion of this project. The group
members will grade each other on participation, motivation, clarity and professionalism of assignments,
promptness, and attendance. Each member should be motivated and participate during group meetings,
contributing to group ideas and showing a willingness to complete work. The documents each member completes
must be written in a professional manner as determined by each team member. The documents must also have
correct grammar and written in an easy to understand format. Each group member is expected to show up to
meetings and turn in documents and work on time throughout the duration of the project. Group members are
expected to attend each assigned group meeting unless a valid excuse is accepted by everyone on the project team
Score Definition
Given
Score
90-100
Student participation and accomplishment far exceeds the group
objectives for the project assignments and student work is consistently
at a high level of competency and innovation.
80-89
Student participation and accomplishment goes beyond what is expected
in the group objectives for the project assignments and student work is
characterized by its depth of understanding, development and
innovation.
70-79
Student participation and accomplishment meets all group objectives for
the project assignments and student work demonstrates the expected
level of understanding and requirements.
60-69 Student participation and accomplishment based on the group objectives
for the project assignments met the group’s minimum requirements.
Below
60
Student participation and accomplishment based on the group objectives
for the project assignments were not sufficiently met.
9
ELECTRONIC PORTFOLIO SCORING MATRIX
Category Category
Points Group Points LinkedIn Plaxo iWeb NVU Wiki
Spaces Facebook
Functionality 55
Development 10 10 10 8 8 7 8
Design Aspects/Layout 10 7 5 10 9 8 2
Facilitation 10 10 8 7 7 6 8
Content 15 10 8 15 15 15 2
Search Jobs 5 5 3 0 0 0 1
User Updates 5 5 5 0 0 0 5
Technology 15
Apple OS 5 5 5 5 5 5 5
All Windows OS 10 10 10 6 10 10 10
Strategic Partnership 10
Location 1 1 1 1 1 1 1
Downloadable Online 2 2 2 2 2 2 2
Technical Support 4 4 4 4 3 2 3
Product Training 3 3 3 3 3 2 2
Costs 20
Software 10 10 10 5 7 7 10
Training 5 5 5 4 4 4 5
Support 5 5 5 4 3 4 5
Total Score 100 100 92 84 74 77 73 69
10
REQUEST FOR PROPOSAL November 17, 2009
LETTER OF TRANSMITTAL
Dear LinkedIn,
Wentworth Institute of Technology’s Management Department is in the process of selecting a strategic vendor to
partner with our management students in providing the optimal student experience in creation of an electronic
portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth
Management students through the student’s profiles by adopting strategic vendor’s services. The overall solution
is the need for professional electronic portfolios or business networking profiles effectively.
Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA.
Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges
in Boston’s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates
receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of
thirteen degree programs for their students. One of those degree programs is Management, which is what this
electronic portfolio research will be focusing on.
Our goal for this project is to help Wentworth Management students with their electronic portfolios that were
established in 2006. These electronic portfolios have recently declined in functionality and overall appearance.
With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to
make the process of creating and using the electronic portfolios easier and more valuable in the business world.
This RFP is meant to define and document our functional needs and also establish a consistent basis on which
electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate
all proposals.
This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective
vendor, you must not forward any such materials or otherwise disclose their content to any third party for
evaluation or for any other purpose without Wentworth’s written consent.
We appreciate your consideration and assistance in this matter and look forward to receiving your proposal.
Sincerely,
Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty
Wentworth Institute of Technology
11
1. General Information
1.1 Purpose of the RFP
The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement
of an electronic portfolio/profile that best meets Wentworth’s requirements.
1.2 RFP Communications
Please direct all communications/correspondence regarding this RFP to:
Professor Stevens
Wentworth Institute of Technology
Boston, MA 02115
1.3 Timeline
Vendor demo, review, and site visit November
RFP submission date November 17
Proposal due date November 30
Vendor selection and contracts November 30-December
1.4 RFP Preparation
The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event
that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All
supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested
by the prospective vendors at time of submission.
1.5 Vendor Responses
Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no
later than November 30, 2009. All supporting materials and documentation must be included with the proposal.
1.6 Vendor Site Visits
Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed
electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization
that will be used.
1.7 Evaluation Criteria
Perspective vendor proposals will be evaluated using the following general criteria:
Ability to satisfy functional business requirements
12
Ability to satisfy technical and integration requirements
Strategic partnering potential
Cost
1.8 Right to Reject
Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional
information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with
the selected vendor. The vendor’s response to this RFP will be included in whole by reference in the final contract.
Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all
responses and applying all criteria, is determined to be the best qualified to provide the requested solution and
support.
1.9 Marketing References
Prospective vendors may not make any reference to the project in any literature, promotional material, brochures
or sales presentations, or make any other commercial use of Wentworth’s name and this RFP without the express
written consent of Wentworth.
2. Vendor Guidelines
2.1 RFP Response Format
Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of
Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear
and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as
directly and concisely as possible.
The information furnished should be in specific response to this RFP. Specific answers are required to specific
questions where asked.
Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor.
Prospective vendors are required to provide their proposal in the following format:
Letter of Transmittal
The letter of transmittal should be no longer that two pages and should include the following:
A brief statement of the vendor’s understanding of the mission-critical nature of the electronic
portfolio/profiles to Wentworth’s business and market position.
A brief statement of the services to be provided.
A statement of commitment to provide the services requested within the time and manner specified.
The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX
numbers.
13
Table of Contents
The table of contents should include a clear and complete identification of the materials submitted by section and
page number.
Product Overview
Prospective vendors should follow the instructions in the Product Overview section of this RFP.
Functional Requirements
Prospective vendors should follow the instructions in the Functional Product Information section of this RFP.
Technical Requirements
Prospective vendors should respond to all technical information requests in the Technical Product Information
section of this RFP.
Strategic Partnership Potential
Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this
RFP.
2.2 Exceptions to the RFP
Prospective vendors may fine instances where their operations do not function in a manner consistent with the
specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions
should be clearly identified.
2.3 Confidentiality
This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that
this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without
Wentworth’s express written consent. All perspective vendor personnel should note that they are under a signed,
mutual confidentiality agreement.
When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such.
3. Product Information
Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each
product offered by your organization and provide a brief description of its role in your total solution. Vendors may
include screen examples or diagrams in this section.
4. Functionality Requirements
4.1 Instructions
Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the
vendor to provide measurable, accurate, and reliable answers based upon the vendor’s proposed product solution
14
specific to the dependencies of release level and features of both the vendor’s and the other vendor’s products.
For each requirement, the solutions capability should be identified as follows:
NA=Not Available
MJ=Major Modification
MN=Minor Modification
FR=Future Release
CR=Current Release
TP=Third Party Solution
Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how
the requirement will be met. Vendors may add additional items or sections if there is functionality provided by
their product that isn’t represented in the sections.
4.2 Functionality Requirements
# Requirement Rating Response
1 Development
2 Design Aspects/Layout
3 Facilitation
4 Content
5 Job Search
6 User Updates/Uploads
5. Technology Requirements
# Requirements Rating Response
1 Apple Operating System
2 All Windows Operating Systems
15
6. Strategic Partnership Potential
6.1 Vendor Profile
Prospective vendors must provide the following information:
Describe your company’s background and relationship to the electronic portfolio/profile software project.
What are your future plans in the electronic portfolio/profile software arena?
Provide annual reports and/or financial statements for the years 2008 and 2009.
List any special relationships with other companies that improve your ability to be a leader in the
electronic portfolio/profile software market.
List any pertinent association memberships.
Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth.
6.2 Training
Prospective vendors must provide the following information:
Describe in detail you standard training program as well as installation assistance provided with your
software.
What system documentation is available and included in the price of the system?
What additional training does your company offer?
6.3 Support
Prospective vendors must provide the following instructions:
Describe your system warranties.
Describe any maintenance plans available if any.
What are your response times?
Describe the assistance that is available through your help desk, and during which hours it is available.
Do you have a disaster recovery plan in place? Please describe.
Describe your company’s policy and capabilities regarding system upgrades, new releases, and
enhancements.
Describe in detail your available support options.
16
6.4 Implementation Plan
Prospective vendors must provide the following information:
Describe your system implementation planning process.
Describe your installation/implementation procedures.
What is a typical implementation time frame?
What role would you play in the implementation?
6.5 References
Please provide a minimum of three customer references. The following characteristics are desired:
Functionality (Similar to above requirements)
Customization
Integration with other technologies
Self-sufficient organization
7. Costs
7.1 Initial Costs
Prospective vendors should state initial costs that would need to be paid up front for the software and any
installation that would be required.
7.2 Long-Term Costs
Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the
software.
17
REQUEST FOR PROPOSAL November 17, 2009
LETTER OF TRANSMITTAL
Dear Plaxo,
Wentworth Institute of Technology’s Management Department is in the process of selecting a strategic vendor to
partner with our management students in providing the optimal student experience in creation of an electronic
portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth
Management students through the student’s profiles by adopting strategic vendor’s services. The overall solution
is the need for professional electronic portfolios or business networking profiles effectively.
Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA.
Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges
in Boston’s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates
receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of
thirteen degree programs for their students. One of those degree programs is Management, which is what this
electronic portfolio research will be focusing on.
Our goal for this project is to help Wentworth Management students with their electronic portfolios that were
established in 2006. These electronic portfolios have recently declined in functionality and overall appearance.
With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to
make the process of creating and using the electronic portfolios easier and more valuable in the business world.
This RFP is meant to define and document our functional needs and also establish a consistent basis on which
electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate
all proposals.
This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective
vendor, you must not forward any such materials or otherwise disclose their content to any third party for
evaluation or for any other purpose without Wentworth’s written consent.
We appreciate your consideration and assistance in this matter and look forward to receiving your proposal.
Sincerely,
Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty
Wentworth Institute of Technology
18
1. General Information
1.1 Purpose of the RFP
The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement
of an electronic portfolio/profile that best meets Wentworth’s requirements.
1.2 RFP Communications
Please direct all communications/correspondence regarding this RFP to:
Professor Stevens
Wentworth Institute of Technology
Boston, MA 02115
1.3 Timeline
Vendor demo, review, and site visit November
RFP submission date November 17
Proposal due date November 30
Vendor selection and contracts November 30-December
1.4 RFP Preparation
The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event
that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All
supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested
by the prospective vendors at time of submission.
1.5 Vendor Responses
Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no
later than November 30, 2009. All supporting materials and documentation must be included with the proposal.
1.6 Vendor Site Visits
Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed
electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization
that will be used.
1.7 Evaluation Criteria
Perspective vendor proposals will be evaluated using the following general criteria:
Ability to satisfy functional business requirements
19
Ability to satisfy technical and integration requirements
Strategic partnering potential
Cost
1.8 Right to Reject
Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional
information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with
the selected vendor. The vendor’s response to this RFP will be included in whole by reference in the final contract.
Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all
responses and applying all criteria, is determined to be the best qualified to provide the requested solution and
support.
1.9 Marketing References
Prospective vendors may not make any reference to the project in any literature, promotional material, brochures
or sales presentations, or make any other commercial use of Wentworth’s name and this RFP without the express
written consent of Wentworth.
2. Vendor Guidelines
2.1 RFP Response Format
Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of
Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear
and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as
directly and concisely as possible.
The information furnished should be in specific response to this RFP. Specific answers are required to specific
questions where asked.
Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor.
Prospective vendors are required to provide their proposal in the following format:
Letter of Transmittal
The letter of transmittal should be no longer that two pages and should include the following:
A brief statement of the vendor’s understanding of the mission-critical nature of the electronic
portfolio/profiles to Wentworth’s business and market position.
A brief statement of the services to be provided.
A statement of commitment to provide the services requested within the time and manner specified.
The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX
numbers.
20
Table of Contents
The table of contents should include a clear and complete identification of the materials submitted by section and
page number.
Product Overview
Prospective vendors should follow the instructions in the Product Overview section of this RFP.
Functional Requirements
Prospective vendors should follow the instructions in the Functional Product Information section of this RFP.
Technical Requirements
Prospective vendors should respond to all technical information requests in the Technical Product Information
section of this RFP.
Strategic Partnership Potential
Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this
RFP.
2.2 Exceptions to the RFP
Prospective vendors may fine instances where their operations do not function in a manner consistent with the
specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions
should be clearly identified.
2.3 Confidentiality
This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that
this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without
Wentworth’s express written consent. All perspective vendor personnel should note that they are under a signed,
mutual confidentiality agreement.
When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such.
3. Product Information
Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each
product offered by your organization and provide a brief description of its role in your total solution. Vendors may
include screen examples or diagrams in this section.
4. Functionality Requirements
4.1 Instructions
Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the
vendor to provide measurable, accurate, and reliable answers based upon the vendor’s proposed product solution
21
specific to the dependencies of release level and features of both the vendor’s and the other vendor’s products.
For each requirement, the solutions capability should be identified as follows:
NA=Not Available
MJ=Major Modification
MN=Minor Modification
FR=Future Release
CR=Current Release
TP=Third Party Solution
Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how
the requirement will be met. Vendors may add additional items or sections if there is functionality provided by
their product that isn’t represented in the sections.
4.2 Functionality Requirements
# Requirement Rating Response
1 Development
2 Design Aspects/Layout
3 Facilitation
4 Content
5 Job Search
6 User Updates/Uploads
5. Technology Requirements
# Requirements Rating Response
1 Apple Operating System
2 All Windows Operating Systems
22
6. Strategic Partnership Potential
6.1 Vendor Profile
Prospective vendors must provide the following information:
Describe your company’s background and relationship to the electronic portfolio/profile software project.
What are your future plans in the electronic portfolio/profile software arena?
Provide annual reports and/or financial statements for the years 2008 and 2009.
List any special relationships with other companies that improve your ability to be a leader in the
electronic portfolio/profile software market.
List any pertinent association memberships.
Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth.
6.2 Training
Prospective vendors must provide the following information:
Describe in detail you standard training program as well as installation assistance provided with your
software.
What system documentation is available and included in the price of the system?
What additional training does your company offer?
6.3 Support
Prospective vendors must provide the following instructions:
Describe your system warranties.
Describe any maintenance plans available if any.
What are your response times?
Describe the assistance that is available through your help desk, and during which hours it is available.
Do you have a disaster recovery plan in place? Please describe.
Describe your company’s policy and capabilities regarding system upgrades, new releases, and
enhancements.
Describe in detail your available support options.
23
6.4 Implementation Plan
Prospective vendors must provide the following information:
Describe your system implementation planning process.
Describe your installation/implementation procedures.
What is a typical implementation time frame?
What role would you play in the implementation?
6.5 References
Please provide a minimum of three customer references. The following characteristics are desired:
Functionality (Similar to above requirements)
Customization
Integration with other technologies
Self-sufficient organization
7. Costs
7.1 Initial Costs
Prospective vendors should state initial costs that would need to be paid up front for the software and any
installation that would be required.
7.2 Long-Term Costs
Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the
software.
24
REQUEST FOR PROPOSAL November 10, 2009
LETTER OF TRANSMITTAL
Dear iWeb,
Wentworth Institute of Technology’s Management Department is in the process of selecting a strategic vendor to
partner with our management students in providing the optimal student experience in creation of an electronic
portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth
Management students through the student’s profiles by adopting strategic vendor’s services. The overall solution
is the need for professional electronic portfolios or business networking profiles effectively.
Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA.
Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges
in Boston’s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates
receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of
thirteen degree programs for their students. One of those degree programs is Management, which is what this
electronic portfolio research will be focusing on.
Our goal for this project is to help Wentworth Management students with their electronic portfolios that were
established in 2006. These electronic portfolios have recently declined in functionality and overall appearance.
With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to
make the process of creating and using the electronic portfolios easier and more valuable in the business world.
This RFP is meant to define and document our functional needs and also establish a consistent basis on which
electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate
all proposals.
This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective
vendor, you must not forward any such materials or otherwise disclose their content to any third party for
evaluation or for any other purpose without Wentworth’s written consent.
We appreciate your consideration and assistance in this matter and look forward to receiving your proposal.
Sincerely,
Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty
Wentworth Institute of Technology
25
1. General Information
1.1 Purpose of the RFP
The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement
of an electronic portfolio/profile that best meets Wentworth’s requirements.
1.2 RFP Communications
Please direct all communications/correspondence regarding this RFP to:
Professor Stevens
Wentworth Institute of Technology
Boston, MA 02115
1.3 Timeline
Vendor demo, review, and site visit November
RFP submission date November 17
Proposal due date November 30
Vendor selection and contracts November 30-December
1.4 RFP Preparation
The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event
that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All
supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested
by the prospective vendors at time of submission.
1.5 Vendor Responses
Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no
later than November 30, 2009. All supporting materials and documentation must be included with the proposal.
1.6 Vendor Site Visits
Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed
electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization
that will be used.
1.7 Evaluation Criteria
Perspective vendor proposals will be evaluated using the following general criteria:
Ability to satisfy functional business requirements
26
Ability to satisfy technical and integration requirements
Strategic partnering potential
Cost
1.8 Right to Reject
Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional
information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with
the selected vendor. The vendor’s response to this RFP will be included in whole by reference in the final contract.
Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all
responses and applying all criteria, is determined to be the best qualified to provide the requested solution and
support.
1.9 Marketing References
Prospective vendors may not make any reference to the project in any literature, promotional material, brochures
or sales presentations, or make any other commercial use of Wentworth’s name and this RFP without the express
written consent of Wentworth.
2. Vendor Guidelines
2.1 RFP Response Format
Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of
Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear
and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as
directly and concisely as possible.
The information furnished should be in specific response to this RFP. Specific answers are required to specific
questions where asked.
Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor.
Prospective vendors are required to provide their proposal in the following format:
Letter of Transmittal
The letter of transmittal should be no longer that two pages and should include the following:
A brief statement of the vendor’s understanding of the mission-critical nature of the electronic
portfolio/profiles to Wentworth’s business and market position.
A brief statement of the services to be provided.
A statement of commitment to provide the services requested within the time and manner specified.
The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX
numbers.
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Table of Contents
The table of contents should include a clear and complete identification of the materials submitted by section and
page number.
Product Overview
Prospective vendors should follow the instructions in the Product Overview section of this RFP.
Functional Requirements
Prospective vendors should follow the instructions in the Functional Product Information section of this RFP.
Technical Requirements
Prospective vendors should respond to all technical information requests in the Technical Product Information
section of this RFP.
Strategic Partnership Potential
Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this
RFP.
2.2 Exceptions to the RFP
Prospective vendors may fine instances where their operations do not function in a manner consistent with the
specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions
should be clearly identified.
2.3 Confidentiality
This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that
this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without
Wentworth’s express written consent. All perspective vendor personnel should note that they are under a signed,
mutual confidentiality agreement.
When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such.
3. Product Information
Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each
product offered by your organization and provide a brief description of its role in your total solution. Vendors may
include screen examples or diagrams in this section.
4. Functionality Requirements
4.1 Instructions
Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the
vendor to provide measurable, accurate, and reliable answers based upon the vendor’s proposed product solution
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specific to the dependencies of release level and features of both the vendor’s and the other vendor’s products.
For each requirement, the solutions capability should be identified as follows:
NA=Not Available
MJ=Major Modification
MN=Minor Modification
FR=Future Release
CR=Current Release
TP=Third Party Solution
Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how
the requirement will be met. Vendors may add additional items or sections if there is functionality provided by
their product that isn’t represented in the sections.
4.2 Functionality Requirements
# Requirement Rating Response
1 Development
2 Design Aspects/Layout
3 Facilitation
4 Content
5 Job Search
6 User Updates/Uploads
5. Technology Requirements
# Requirements Rating Response
1 Apple Operating System
2 All Windows Operating Systems
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6. Strategic Partnership Potential
6.1 Vendor Profile
Prospective vendors must provide the following information:
Describe your company’s background and relationship to the electronic portfolio/profile software project.
What are your future plans in the electronic portfolio/profile software arena?
Provide annual reports and/or financial statements for the years 2008 and 2009.
List any special relationships with other companies that improve your ability to be a leader in the
electronic portfolio/profile software market.
List any pertinent association memberships.
Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth.
6.2 Training
Prospective vendors must provide the following information:
Describe in detail you standard training program as well as installation assistance provided with your
software.
What system documentation is available and included in the price of the system?
What additional training does your company offer?
6.3 Support
Prospective vendors must provide the following instructions:
Describe your system warranties.
Describe any maintenance plans available if any.
What are your response times?
Describe the assistance that is available through your help desk, and during which hours it is available.
Do you have a disaster recovery plan in place? Please describe.
Describe your company’s policy and capabilities regarding system upgrades, new releases, and
enhancements.
Describe in detail your available support options.
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6.4 Implementation Plan
Prospective vendors must provide the following information:
Describe your system implementation planning process.
Describe your installation/implementation procedures.
What is a typical implementation time frame?
What role would you play in the implementation?
6.5 References
Please provide a minimum of three customer references. The following characteristics are desired:
Functionality (Similar to above requirements)
Customization
Integration with other technologies
Self-sufficient organization
7. Costs
7.1 Initial Costs
Prospective vendors should state initial costs that would need to be paid up front for the software and any
installation that would be required.
7.2 Long-Term Costs
Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the
software.
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NEGOTIATION STRATEGY
1. Summary
Our team has selected LinkedIn as the vendor of choice. Plaxo was a close second, and the project team feels
confident that both companies would be able to achieve the objectives of this project. For this reason, the
negotiation team has full authority to negotiate the best financial package with either of the two vendors.
2. Initial Terms
The initial terms of the offerings from the vendors are listed below:
LinkedIn Plaxo
Initial Scoring
Software $2000 $2500
Teaching $1000 $900
Consulting $500 $500
Total: $3500 $3900
Ongoing Support Costs
Annual Support $2000 $1000
3. Agendas
Wentworth Agenda:
Negotiate the best financial package.
Vendor Agenda:
Maximize revenue
Spread Software
Help Students and future business
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4. Leverage
Wentworth Leverage:
Software Implementation
Name Recognition
Vendor Leverage:
Exclusive Software Design
5. Objectives
Negotiate the best financial package with either of the two remaining vendors
6. Strategy
Leverage the fact that both vendors are capable of meeting our project objectives and that the financial package
will be the determining factor in who gets the deal.
7. Potential Tactics
Give both vendors a last chance to improve their financial package. Then select one vendor and work on improving
the package. The vendor who wasn’t selected will respond with a price reduction to try and gain our business. Use
the information as leverage to improve the deal with the select vendor.
Create a time-based bidding war
8. Negotiation Team and Roles
Purchasing Lead: Act as the bad cop and strive for the most aggressive deal
Project Manager: Act as the good cop and facilitate continued communications
Business Lead: Communicate the potential future business to the vendor
Legal: Negotiate with vendor legal staff and advise negotiation team
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DEAL SHEET
# Term Initial Minimum Goal
_____________________________________________________________________________________
iWeb 3,000 2,900 2,900
NVU 3,600 3,300 3,300
Wiki Spaces 3,700 3,400 3,400
LinkedIn 3,500 3,250 3,250
Plaxo 3,900 3,450 3,450
Annual Support Costs 2,000 1,000 1,000
Implementation Date 09-December 10-January 30-November
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IMPLEMENTATION GAME PLAN
Electronic Portfolio
Task Responsible Approx. Start End Date
1. Documents, research,
and results are
finalized.
2. Implementation date is
set with stakeholders
3. Approved by BSM
department
4. Introduce LinkedIn to
remaining faculty
5. Coordinator of
implementing LinkedIn
6. Introduce LinkedIn with
the Help Desk
7. Any necessary training
is completed for faculty
8. Introduce LinkedIn and
its requirements to the
students of the BSM
program
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CLOSURE DOCUMENT
Operation Success
This implementation and acquisition of new electronic portfolio/profile software will be considered a
success if Wentworth is able to adopt new software by the end of spring semester 2010. That would
require all current Wentworth Management students to switch over to the new software and every
new freshman in the management program would learn about how to use the new adopted software.
There is more than enough information in this report to assist Wentworth faculty in making a decision
in the amount of time stated above. This change is n eeded immediately because Wentworth seniors
currently have to recreate their current electronic portfolios while they are focusing on their senior
project and graduation.
Measure of Success
The electronic portfolio/profile software chosen will be considere d a success if more Wentworth
management students obtain quality jobs immediately after graduating from Wentworth. Currently a
job rate of 80% for graduated Wentworth management students exists. We would like to see that job
rate increase for recent graduates to 90%. If the job rate increases to 90% for management students,
that would result directly or indirectly to the electronic portfolio/profiles.