BOISE STATE UNIVERSITY

REQUEST FOR PROPOSAL

RFP #NS16-073

Learning Content Management Systemfor

Boise State University

Issue Date May 4, 2016

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TABLE OF CONTENTS

Page

1. ADMINISTRATIVE AND BACKGROUND INFORMATION 32. SUBMISSION - PROCESS, FORMAT & REQUIREMENTS 53. CONTRACT 134. BUSINESS INFORMATION 155. SPECIAL TERMS AND CONDITIONS 166. SCOPE OF WORK 217. PROPOSAL REVIEW AND EVALUATION 318. COST PROPOSAL 34

APPENDIX A--SCOPE OF WORK 35ATTACHMENT 1--SIGNATURE PAGE 36ATTACHMENT 2--OFFEROR QUESTIONS 37ATTACHMENT 3 REFERENCES 39ATTACHMENT 4 COST PROPOSAL 43

ATTACHMENT 5 INTERNALLY HOSTED VENDOR SECURITY ASSESSMENT FORMATTACHMENT 6 EXTERNALLY HOSTED VENDOR SECURITY ASSESSMENT FORM

1. ADMINISTRATIVE AND BACKGROUND INFORMATION

1.1 RFP Administrative Information

RFP Title: RFP NS16-073, Learning Content Management System (LCMS) for Boise State University

RFP Project Description: The purpose of this Request for Proposal (RFP) is to purchase and successfully implement a Learning Content Management System (LCMS) for Boise State University.

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RFP Lead/Address to deliver response:

Nancy Schwend, Senior Buyer1910 University, MS-1210Boise, ID 83725-1210nschwend@boisestate.eduPhone: (208) 426-3363

University Purchasing Dept. (all RFP information and updates will be posted to this website):

https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

Optional Pre-Proposal Conference:

May 12, 2016, Mountain Time (Details will be provided upon RSVP)

Location: Teleconference (Details will be provided upon RSVP)

Deadline To Receive Questions: May 13, 2016, 5pm Mountain Time

Anticipated Release of Answers to Questions:

May 18, 2016, at https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

RFP Closing Date: June 8, 2016, 5pm Mountain Time - Late responses will not be accepted.

RFP Opening Date: 10:30 a.m. Mountain Time in Purchasing Department on the first work day following the Closing Date.

Demonstration/Oral Presentations: If required, tentatively scheduled for July 6-8, 2016, for Offerors from whom a demonstration is requested.

Validity of Proposal: Proposals are to remain valid for one hundred eighty (180) calendar days after the scheduled RFP Closing Date. Proposals submitted with a validity period of less than this will be found non-responsive and will not be considered.

Initial Term of Contract and Renewals:

Initial term of the Contract will be for an implementation phase plus one (1) calendar year. The implementation phase shall commence upon signing of a contract and terminate upon System acceptance and Go-Live. The one (1) calendar-year period shall commence immediately following Go-Live Acceptance, and terminate one (1) year following the Go-Live Date. Following the Initial Term, the parties may extend the Contract under the same terms and conditions, on an annual basis, upon mutual written consent. At the time of extension, the annual renewal pricing will not exceed three (3) percent over the previous year’s renewal term without nullifying the contract.

1.2 Scope of Purchase - Boise State University (“University”) is soliciting proposals for a Learning Content Management System (LCMS) or (System).  The System will simplify the organization and sharing of learning objects, rich media, and files in a way that is designed to facilitate syndication and centralized management of content while limiting or eliminating redundancy.

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1.3 Boise State University Overview - Boise State University (“University”), a public, higher-educational institution, is the largest university in Idaho with 22,678 students. The University offers studies in nearly 200 fields of interest. Undergraduate, graduate, doctoral and technical programs are available in seven colleges: Arts and Sciences, Business and Economics, Education, Engineering, Graduate Studies, Health Sciences, and Social Sciences and Public Affairs. Through partnership opportunities and relationships close to home, Boise State is dedicated to research, innovation and student experiences that drive economic development and contribute to a vibrant and healthy community. More information is available at http://news.boisestate.edu/facts/

1.4 History/Background - Online courses and programs are now the fastest growing offerings at Boise State. One-third of Boise State students take at least one online course. In five years, online credit hours are expected to more than double (13,000 unduplicated headcount). Significant eCampus initiatives and projects supporting the Complete College Idaho Initiative are expected to add at least 3,000 more fully online students over the same 5-year period.

The LMS that the selected product will operate within will be Blackboard Learn 9.1 running the April 2014 service pack.

The University will be implementing the Community Engagement Module for Blackboard Learn and would like to take advantage of the institutional hierarchy and domain features provided to help organize content and manage permissions. Products that integrate well with the Blackboard Community Engagement module will be preferred.

Key Expectations● Ability to capture content metadata in a way that facilitates easy searching/indexing● Ability to create content using native tools or third party integration● Adherence to ADA guidelines and accessibility standards ● Ability to centrally manage content ● Ability to provide analytics regarding content access and utilization● Adaptive design and transcoding to support rich media content on mobile devices● Robust content management through versioning, copyright restrictions, and licensing

of content ● Ability to support embedded assessments in rich media content

1.5 Timeline – The new System will be rolled out to eCampus users in phases.

The initial project will include roll out to existing eCampus users currently utilizing the Blackboard content collection.  After the initial implementation and conversion, the University will evaluate expanding to include other departments on campus looking to implement content management systems.

1.6 The University would like a System that allows functional (non-developer) users to update and maintain System workflows.

1.7 Expectations - The University is seeking an Offeror who can provide a commercial-off-the-shelf solution (“COTS”) to be implemented as a cloud-based Software as a Service (Saas) or Boise State’s on-premise data center. A preference of a cloud-based solution will be represented in the points distribution. If the Offeror provides both vendor-hosted and locally-hosted Systems and wishes to present both options, Offeror must submit two (2) proposals (a separate proposal for each type of System), including appropriate cost

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information for each.

Installation must be provided by owner of proposed system. Proposals will not be accepted from proposers installing systems owned by another entity.

The University prefers an Offeror who is familiar with working in the university/higher education environment.

It is expected that the selected Offeror will make the transition from the existing system to another System appear seamless to the University.

1.8 Current Environment - Boise State’s network consists of 22,000 switched gigabit ports connected with a redundant 10 gigabit backbone and also supports 1,150 Wireless Access Points across campus. The network supports all commercial Operating Systems.  The University uses Blackboard Learn as its preferred learning management system and utilizes the institutional content collection for content management. The University uses Google Applications as its sole email system and also maintains a Microsoft site license for desktop applications, operating systems and development tools.

The server infrastructure is virtualized with ESX running on Cisco UCS and NetApp.

Centralized authentication (LDAP or SAML 2.0) is used for students and staff who access applications using a number of different web browser configurations including Google Chrome, Internet Explorer, Firefox, Safari, etc.

The System will interface with Boise State’s existing PeopleSoft Campus Solutions and Oracle Cloud Solutions.

2. SUBMISSION - PROCESS, FORMAT, & REQUIREMENTS

2.1 Pre-Proposal Conference and Questions and Answers

2.1.1 A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1.1 of this RFP. This will be your opportunity to ask questions of the University staff. All interested parties are invited to participate, restricted to two (2) incoming phone lines from each prospective Offeror as the number of telephone lines is limited. Those choosing to participate must pre-register via email with the name and contact information of participants to the RFP Lead to receive meeting details. This conference will be used to explain, clarify, or identify areas of concern in the RFP.Those asking questions during the pre-proposal conference will be asked to submit those questions to the University in writing by the designated “Deadline to ReceiveQuestions” period as indicated in Section 1.1 of this RFP. Any oral answers given by the University during the pre-proposal conference are to be considered unofficial. Conference attendance is at the Offeror’s own expense. For simplicity’s sake, Offerorsare strongly encouraged to submit just one, final set of questions, after the pre-proposal conference but prior to the question deadline, rather than multiple sets of questions.

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2.1.2 All questions regarding the proposed product or service must be submitted to the RFP Lead by the “Deadline to Receive Questions” noted in Section 1.1. Questions must be submitted using Attachment 2, “Offeror Questions,” via email to the RFP Lead at the address listed in Section 1.1 for the RFP Lead. Official answers to all questions will be posted on the University’s website as an amendment as indicated in Section 1.1, of this RFP.

2.1.3 All questions regarding Boise State University Standard Contract Terms and Conditions, and Boise State University “Solicitation Instructions to Vendors” found at https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php or http://adm.idaho.gov/purchasing/purchasingrules.html, and the State of Idaho’s “Special Terms and Conditions for Customized Software and Related Services” (if applicable) found at http://purchasing.idaho.gov/terms_and_conditions.html or http://adm.idaho.gov/purchasing/purchasingrules.html, and as may be amended from time to time, and incorporated in this RFP by reference (collectively, the Terms and Conditions”) must also be submitted in the same form as provided in 2.1.2 and must be submitted by the deadline to receive questions as stated in Section 1.1. Questions regarding these requirements must contain the following:

2.1.3.1 The term or condition in question;

2.1.3.2 The rationale for the specific requirement being unacceptable to the Offeror (define the deficiency);

2.1.3.3 Recommended verbiage for the University’s consideration that is consistent in content, context, and form with the University’s requirement that is being questioned; and

2.1.3.4 Explanation of how the University’s acceptance of the recommended verbiage is fair and equitable to both the University and the Offeror.

2.1.4 In response to questions regarding the Terms and Conditions, the University will, in its sole discretion (i) accept the proposed modification or a proposed alternative as an amendment to the RFP, or (ii) reserve the question to be negotiated in accordance with Section 3.4 hereof.

2.1.5 Proposals received that qualify the offer based upon the University accepting other terms and conditions not found in the RFP or which take exception to the University’s terms and conditions may be found non-responsive, and no further consideration of the proposal will be given.

2.1.6 Any Offeror proposed modifications will be incorporated into the contract only if specifically accepted by University in an amendment to the RFP or otherwise as expressly accepted in writing by the University.

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2.1.7 From the date of release of this RFP until Intent to Award Letter is issued, all contact and requests for information shall be directed to the RFP Lead, only. Regarding this RFP, all contact with other personnel employed by or under contract with the University is restricted. During the same period, no prospective Offeror 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 Offerors 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 University. Violation of these conditions may be considered sufficient cause by the University to reject an Offeror’s proposal, irrespective of any other consideration.

2.1.8 Proposals should be submitted on the most favorable terms from both a price and technical standpoint as well as with regard to legal terms and conditions. The University reserves the right to accept any part of a proposal, or reject all or any part of any proposal received, without financial obligation, if the University determines it to be in the best interest of the University to do so.

2.1.9 No verbal proposals or verbal modifications will be considered. An Offeror may modify its proposal in writing prior to the RFP closing time. A written modification must include the date and signature of the Offeror or its authorized representative.

2.1.10 All data provided by the University in relation to this RFP represents the best and most accurate information available at the time of RFP preparation. Should any data later be discovered to be inaccurate, such inaccuracy will not constitute a basis for Contract rejection or Contract amendment by an Offeror.

2.1.11 All proposal concepts and material submitted becomes the property of the University and will not be returned to Offeror. Award or rejection of a proposal does not affect this right. Proposals and supporting documentation may be available for public inspection upon written request following the announcement of a Contract award, except for information specifically labeled on each separate page as a “trade secret” under the Idaho Public Records Act, Section Title 74, Chapter 1, Idaho Code (“the Act”). Alternatively, information may be specifically labeled “exempt” from public records under another exemption found in Act. Information specifically labeled as trade secret or otherwise exempt may be protected from disclosure, but only to the extent consistent with the Act or otherwise applicable federal or state law or regulation. Accordingly, the University cannot guarantee its confidentiality.

2.1.12 An appeal by an Offeror of a specification, a non-responsiveness determination, or the award is governed by the Boise State University Purchasing Appeals Process, and must be filed in accordance with that process, which can be found on the Internet at http://vpfa.boisestate.edu/purchasing/purchasing-procedures/

2.1.13 Proposal opening will be held at the location and time as indicated in Section 1.1 of this RFP. All Offerors, authorized representatives and the general public are invited, at their own expense, to be present at the opening of the proposals. During the proposal opening only the names of the Offerors will be provided.

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2.2 Proposal Format

2.2.1 These instructions describe the format to be used when submitting a proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted proposals. There is no intent to limit the content of proposals. Evaluation points may be deducted from the Offeror’s possible score if the following format is not followed.

2.2.2 Any qualified Offeror may submit a proposal. All Offerors are qualified unless disqualified. Those Offerors presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Information is available on the Internet at: https://www.sam.gov/portal/SAM/##11.

2.2.3 Offerors must adhere to all requirements of this RFP to be considered responsive. The determination of whether a proposal is responsive is a determination made solely by the University. The University reserves the right to waive any nonmaterial variation that does not violate the overall purpose of the RFP, frustrate the competitive bidding process, or afford any Offeror an advantage not otherwise available to all Offerors.

2.2.4 Proposals must demonstrate that Offerors have the ability to complete the described functions of this RFP.

2.2.5 Sections of the format may be listed with an Evaluated Requirement.

Evaluation Code - The codes and their meanings are as follows:

(M) Mandatory Specification or Requirement - failure to comply with any mandatory specification or requirement may at the sole discretion of the University render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror must respond to each mandatory specification with a statement outlining its understanding and how it will comply. For any specifications or requirements listed as (M), your proposed system must have these functions currently in production.

(ME) Mandatory and Evaluated Specification - failure to comply/respond may render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror is required to respond to this specification with a statement outlining its understanding and how it will comply. Points will be awarded based on predetermined criteria. For any specifications or requirements listed as (ME), your proposed system must have these functions currently in production.

NOTE: If any requirement listed as (M) or (ME) exists in your proposed system, but is accomplished in a manner other than described in that section, Offeror MUST identify the variation and provide a complete detailed explanation of the variation. Acceptance of a variance in method to accomplish mandatory requirements is at the sole discretion of Boise State University and the evaluation committee.

(E) Evaluated Specification - a response is desired and will be evaluated and scored. If not available, respond with “Not Available” or other response that identifies Offeror’s ability or inability to supply the item or service. Failure to respond will result in zero (no)

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points awarded for this item. For any requirement coded as (E), which require the Offeror to develop functionality to meet that requirement or specification, please list the estimated time and cost with your response to that specification. Do not include the cost of developing new functionality in your Cost Proposal. For specifications coded (E) for which the specification or requirement already exists, and is offered in your proposed system, those costs must be included in your Cost Proposal.

2.2.6 (M) In order to be considered for award, the sealed proposal must be delivered to the location and attention of the buyer specified in Section 1.1 of the RFP, no later than the date and time specified in Section 1.1 of the RFP. No late proposals will be accepted. A proposal received at the office designated in this RFP after the RFP closing date and time will not be accepted.

2.2.7 The proposals must be addressed to the RFP Lead and clearly marked “RFP NS16-073 Learning Content Management System.”

2.2.8 All costs incurred in the preparation and submission of a proposal in response to this RFP, including, but not limited to Offeror’s travel expenses to attend the pre-proposal conference, proposal opening and presentation or negotiation sessions, shall be the sole responsibility of Offerors and will not be reimbursed by the University.

2.3 Submission Requirements

2.3.1 (M) The proposal must be submitted with the University–supplied signature pages in the form provided, without modification. The Signature Page must contain an original, handwritten signature and be returned with the relevant RFP documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE. Failure to include a signed, complete, unmodified, original University Signature Page will result in a finding that the proposal is non-responsive, and no further consideration will be given to the proposal.

2.3.2 Each proposal must be submitted with one (1) original and four (4) copies of the

Business and Scope of Work Proposal and one (1) original and one (1) copy of the Cost Proposal.

2.3.3 In addition, Offerors must submit one (1) electronic copy of the proposal on USB device. Word or Excel format is required. The only exception will be for financials or brochures. The format and content must be the same as the manually submitted proposal. The electronic version must NOT be password protected or locked in any way. Please attach the USB device to the original version of the Business and Scope of Work Proposal. The USB device may contain the original electronic copy in Word or Excel format, as well as the redacted version as requested in Section 2.3.5 and 2.3.6 of the solicitation. The electronic file name of the redacted version should contain the word “redacted.”

2.3.4 The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a State Agency or a local agency (political subdivision of the state of Idaho) regardless of the physical form or character. All, or most, of the information contained in your response will be a public record subject to disclosure under the Public Records Law. The Public Records Law contains certain

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exemptions. One exemption potentially applicable to part of your response may be for trade secrets.

Trade secrets include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy. If you consider any material that you provide in your Bid, Proposal or Quotation to be a trade secret, or otherwise protected from disclosure, you MUST so indicate by marking as “exempt” EACH PAGE containing such information. Marking your entire Bid, Proposal or Quotation as exempt is not acceptable or in accordance with the Solicitation or the Public Records Law and WILL NOT BE HONORED. In addition, a legend or statement on one (1) page that all or substantially all of the response is exempt from disclosure is not acceptable or in accordance with the Public Records Law and WILL NOT BE HONORED.

Prices that you provide in your Bid, Proposal or Quotation are not a trade secret. The State, to the extent allowed by law and in accordance with these Solicitation Instructions, will honor a designation of nondisclosure. Any questions regarding the applicability of the Public Records Law should be addressed to your own legal counsel PRIOR TO SUBMISSION of your Bid, Proposal or Quotation.

2.3.5 If your Bid, Proposal or Quotation contains information that you consider to be exempt, you must also submit an electronic redacted copy of the Proposal with all exempt information removed or blacked out. The State will provide this redacted Bid, Proposal or Quotation to requestors under the Public Records Law, if requested. Submitting Offerors must also:

2.3.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “exempt” (it is not sufficient to simply mark the entire page). The specific information you deem “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise be clearly distinguished from other text or other information and be specifically identified as “exempt.”

2.3.5.2 Provide a separate document with your Bid, Proposal or Quotation entitled “List of Redacted Exempt Information,” which provides a succinct list of all exempt material noted in your Bid, Proposal or Quotation. The list must be in the order in which the material appears in your Bid, Proposal or Quotation, identified by Page#, Section#/Paragraph#, Title of Section/Paragraph, specific portions of text or other information; or in a manner otherwise sufficient to allow the University to determine the precise material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

2.3.5.3 Offeror shall indemnify and defend the University against all liability, claims, damages, losses, expenses, actions, attorney fees and suits whatsoever for honoring a designation of exempt or for the Offeror’s failure to designate individual documents as exempt. The Offeror’s failure to designate as exempt any document or portion of a document that is released by the University shall

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constitute a complete waiver of any and all claims for damages caused by any such release. If the University receives a request for materials claimed exempt by the Offeror, the Offeror shall provide the legal defense for such claim.

2.3.6 Alternately, if there is no redacted information in the proposal, please note that with the proposal.

2.3.7 The proposal must be separated into two (2) distinct sections: 1) Business and Scope of Work Proposal and 2) Cost Proposal.

2.3.7.1 The Business and Scope of Work Proposal must be sealed, identified “Business

and Scope of Work Portion of Proposal – RFP NS16-073 Learning Content Management System” and include a cover letter (see Section 2.3.10) and all other documentation related to this response, except the Cost Proposal.

2.3.7.2 The Cost Proposal must be sealed and identified “Cost Portion of Proposal – RFP NS16-073 Learning Content Management System.” The only document that should be included with this section is the Cost Proposal itself, Attachment 4.

2.3.8 Include in the Business and Scope of Work Proposal a Table of Contents; adequately identify the contents of each section, including page numbers of major subsections. The Table of Contents is not evaluated, and is for reference purposes only.

2.3.9 Include in the Business and Scope of Work Proposal an Executive Summary, which provides a condensed overview of the contents of the Business and Scope of Work Proposal submitted by the Offeror, which shows an understanding of the services to be performed. The Executive Summary is not evaluated, and is for summary purposes only.

2.3.10 (M) The Business and Scope of Work Proposal must include a cover letter on official letterhead of the Offeror, the Offeror’s name, mailing address, telephone number, facsimile number, and name of Offeror’s authorized agent including an email address. The cover letter must identify the RFP Title, RFP number and all materials and enclosures being forwarded collectively as the response to this RFP. The cover letter must be hand signed, in ink, by an individual authorized to commit the Offeror to the work proposed. In addition, the cover letter must include:

2.3.10.1 Identification of the Offeror’s corporate or other legal entity. Offerors must include their tax identification number. The Offeror must be a legal entity with the legal right to contract.

2.3.10.2 A statement indicating the Offeror’s acceptance of and willingness to comply with the requirements of the RFP and attachments, as may be amended.

2.3.10.3 A statement of the Offeror’s compliance with affirmative action and equal employment regulations.

2.3.10.4 A statement that the proposal was arrived at independently by the Offeror without collusion, consultation, communication, or agreement with any other Offeror as to any matter concerning pricing.

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2.3.10.5 A statement that Offeror has not employed any company or person other than a bona fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor or a company regularly employed by the Contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this Contract. The Offeror must affirm its understanding and agreement that for breach or violation of this term, the University has the right to annul the Contract without liability or, in its discretion, to deduct from the Contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies.

2.3.10.6 A statement naming the firms and/or staff responsible for writing the proposal.

2.3.10.7 A statement that Offeror is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs.

2.3.10.8 A statement affirming the proposal will be firm and binding for one hundred eighty (180) days from the proposal opening date.

2.3.11 (M) Offeror must submit with its response all documents and/or agreements that the Offeror proposes to have incorporated into any resulting Contract including any proposed modifications to the Terms and Conditions reserved for further negotiation, in accordance with Section 2.1.4. If Offeror expressly conditions its proposal upon the University’s acceptance of its additional documents and/or proposed agreements or modifications to the Terms and Conditions, its proposal may be deemed non-responsive. The terms of such additional documents and proposed agreement and modifications to the Terms and Conditions the University reserved for negotiation may be considered in accordance with Section 3.4 of this RFP, but no additional or modified terms shall be binding on the University until expressly accepted in writing by the University.

Alternately, if the offeror has no additional documents or proposed agreements they wish to submit for consideration, please note that in response to this specification.

The University will not accept any documents and/or proposed agreements submitted after the Solicitation’s closing date. The University will not accept any additional proposed modifications to the Terms and Conditions or terms that conflict with the Terms and Conditins after the Solicitation’s closing date. If Offeror attempts to submit additional documents and/or proposed agreements after the Solicitation closing date, and conditions its Proposal upon the University’s acceptance of those additional documents and/or proposed agreements, its Proposal may be deemed non-responsive and given no further consideration.

The University will not accept terms that allow Offeror to make unilateral amendments to any resulting Contract or terms that require the University to indemnify another party.

2.3.12 (M) If the RFP is amended, including through the question-and-answer process, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the proposal may result in the proposal being

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found non-responsive. See the Boise State University Purchasing website (http://vpfa.boisestate.edu/purchasing/) and “Bidding Opportunities” for any amendments and the required amendment confirmation document.

3. CONTRACT

3.1 The RFP, all attachments, appendices, and amendments, the successful Offeror’s proposal submitted in response to the RFP and any negotiated changes to the same will become the Contract (hereinafter referred to as the “Contract”).

3.2 Boise State University “Standard Contract Terms and Conditions” and Boise State University “Solicitation Instructions to Vendors” found here https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php are incorporated by reference into and shall apply to this solicitation and any contract resulting from this solicitation. The State of Idaho’s “Special Terms and Conditions for Customized Software and Related Services” found here http://purchasing.idaho.gov/terms_and_conditions.html may also apply, if customized software is proposed.  Offerors are encouraged to review these documents at the specified websites. 

3.3 All terms should be reviewed carefully by each prospective Offeror as the successful

Offeror is expected to comply with those terms and conditions, as may be amended in accordance with Sections 2.1.4 and 3.4 hereof.

3.4 The apparent successful Offeror will be asked to engage in discussions to finalize the agreement. Such discussions will include discussion of the legal terms and conditions, including any additional agreements submitted by the Offeror as required by Section 2.3.11 and any proposed modifications to the Terms and Conditions, submitted in accordance with Section 2.1.3 during the question and answer period. Should the apparent successful Offeror and the University fail to reach an agreement within a reasonable timeframe, the University may elect to end the discussion with the top scoring Offeror and begin a discussion with the Offeror whose response ranked second.  Upon successful completion of the discussions, the winning Offeror will be required to execute a contract with the University, and immediately begin preparations to undertake its requirements. 

3.5 Where Offeror agreements and assumptions, specified in the Offeror’s response, differ from the Terms and Conditions, or the terms and conditions of this Solicitation, the Terms and Conditions and the terms and conditions of this Solicitation shall apply and supersede, unless such different terms are expressly agreed to by the University in writing.  Where Offeror agreements and assumptions supplement the 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 sheets, are submitted, the University reserves the right to deem the proposal 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.  Offerors are cautioned against the use of

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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 Offerors review Boise State University’s Solicitation Instructions to Vendors, Clause 18 at the following website:

https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php

To the extend the terms of such agreements, once accepted by the University, conflict with Boise State University Standard Terms and Conditions or other terms and conditions of this RFP, any conflict or inconsistency shall be resolved in accordance with Clause 38 of Boise State University Standard Terms and Conditions.

3.6 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.

3.7 Finalization of the Contract documents may require additional time for review from the Office of Information Technology and Office of General Counsel. Additionally, the Office of General Counsel may review and negotiate agreements, prior to the finalization of a contract in accordance with Section 3.4.

3.8 The Contract is not effective until Purchasing has issued a purchase order specifying a commencement date (the “Effective Date”), and that date has arrived or passed. The Contractor will not provide or render services to the University under this Contract until the Effective Date. The University may determine, in its sole discretion, not to reimburse the Contractor for products provided or services rendered prior to the Effective Date.

3.9 Prior to the release of the Contract, University and the apparent successful Offeror will clarify expectations and develop a Project Management Plan for the implementation of the service.

3.9.1 The Project Management Plan shall include a project schedule/timeline, (tasks that require more than 10 hours of work), and major deliverables.

3.9.2 The Project Management Plan shall include a description for each task and a designation of whether Boise State or the Offeror is responsible for the task.

3.9.3 Additionally, the Project Management Plan will contain all points of clarification, an agreed upon Project Schedule for the implementation of the service, and other clarifying supporting documents. Examples of points of clarification are clarification of requirements and legal clarifications. Examples of other clarifying supporting documents are risk management plan, change management plan, configuration management plan, and project closure plan.

3.9.4 Upon a mutually agreed upon Project Management Plan, an award will be made, a Contract put in place, and implementation of the System can begin.

3.9.5 Once the Contract is in place, all modifications to the Project Management Plan must be reviewed and approved by the University in writing.

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3.10 Acceptance: In addition to the acceptance terms detailed in Boise State University Standard Contract Terms and Conditions, acceptance from the University will be based upon the completion of tasks and deliverables as agreed upon by the University and Contractor in the Project Management Plan.

3.11 End of Strategic Life/Termination of Contract Processes. Termination shall be in accordance with Clauses 19 and 20 of Boise State University Standard Contract Terms and Conditions, found at https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php l

3.12 Upon any termination of the Contract, Contractor shall return to the University all copies of the Confidential Information or other materials incorporating Confidential Information in the possession of Contractor or its employees. Contractor agrees to:

3.12.1 Return all data that is the property of the University in a reasonable format specified by the University;

3.12.2 Return all property in any form belonging to the University;

3.12.3 Return all confidential information that may have been received from the University. Provide the ability for University to electronically retrieve data and documents from Contractor’s system, as this data is owned by University.

3.12.4 Deliver to Boise State, within 6 weeks, all data and documents from Contractor’s system that pertain to Boise State. This data must be delivered in an electronic format.

3.12.5 The University will verify receipt of that data.

3.13 Notwithstanding termination, the restrictions on disclosure and use of Confidential Information arising under the Contract shall continue to be effective after the date of termination.

3.14 Upon expiration or termination of the Contract, the obligations of the parties to each other shall come to an end, except those provisions which are intended to survive and continue, which shall include, but shall not be limited to, provisions relating to confidentiality, indemnification, and insurance requirements contained in the Contract.

4. BUSINESS INFORMATION

4.1 (ME) Experience - Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Include business history, description of current service area, and customer base. Specifically, include experience in other higher education institutes within the last three (3) years.

Additionally, provide information about the number of System deployments that your company has implemented at higher education institutes, how long those Systems have been in use, and what percentage of your business higher education constitutes.

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4.2 (ME) Qualifications - Describe your qualifications for successfully completing the requirements of the RFP. To demonstrate your respective qualifications, the following are required:

4.2.1 (ME) Staffing Plan - Offerors should provide a detailed staffing plan with a chart showing all technical and functional roles that will be provided by the respondent to carry out the work of the ensuing contract. Offerors should also provide a plan of technical and functional roles and an estimate of total hours that need to be provided by Boise State. Offerors should explain how the workflow will occur using the staffing plan based on the requirements of this RFP.

4.2.2 (ME) Escalation Plan - Offeror must provide an Escalation Plan describing the response time and escalation procedure. The Escalation Plan must provide the name(s) of the personnel who will handle the escalation process for the resulting Contract. Upon award, the University may require an Escalation plan including name, title/position, contact phone, fax and email.

4.2.3 (ME) Project Schedule - Provide a Project Schedule that includes criteria listed in Section 3.9, Project Management Plan, above. Ability to deliver and complete installation as requested will likely be a component of the award.

4.3 (E) References - For evaluation purposes, using Attachment 3, “References,” provide three (3) completed, written professional references from universities (preferred) or companies where the System was integrated with Blackboard (preferred) or similar learning management software (LMS), which are using or have used the System for at least a year.

Alternatively, if the Offeror proposes an Learning Content Management System that has undergone a recent and material product redesign and is unable to provide three (3) references per the criteria above, Offeror may provide documentation of the material changes, three (3) or more completed, written, professional references from universities (preferred) or companies using the version of the offeror’s System before the material redesign AND two (2) or more universities (preferred) or companies, where the System was integrated with Blackboard (preferred) or similar learning management software (LMS).

Offerors must follow the instructions in Attachment 3, “References,” to obtain those references. Offerors may email the RFP Lead prior to the reference submittal deadline to verify receipt of references.

5. SPECIAL TERMS AND CONDITIONS

5.1 Notwithstanding any other term in Boise State University Standard Contract Terms and Conditions, Boise State University Solicitation Instructions To Vendors, (available at: https://vpfa.boisestate.edu/process/review/purchasing_bidopportunities.php, State of Idaho Special Terms and Conditions for Customized Software and Related Services (available at: http://purchasing.idaho.gov/terms_and_conditions.html), and or the Offeror’s Proposal, the following warranties shall apply to the Contract. Offeror represents and warrants that:

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5.1.1 Contractor has the full power and authority to enter into the Contract, grant the University any license offered in its proposal, and has the full power and authority to grant to the University access to the System, and to produce all required functionality as specified in the Contract.

5.1.2. The System and required services are fit for the particular purpose of providing the requirements specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Furthermore, the Contractor warrants that the System is merchantable.

5.1.3 The System is compatible with the software, hardware, and telecommunications environment specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Incompatibility will include but not be limited to, the creation of errors in data, the loss of data, the inability to access data, and delays and stoppages in performance of work by the Contractor or the University arising from the System.

5.1.4 The System, in whole and in part, will operate within the defined hardware and telecommunications environments of the Contract and in accordance with the specifications of the Contract established by the University, and be free from defects during the term of the Contract.

5.1.5 The System will perform without the creation of errors in University data, the loss of University data, the inability to access University data, the inability to input University data, and delays and stoppages in performance due to data collection, data corruption, or loss.

5.1.6 Contractor shall repair or replace, within a commercially reasonable time unless otherwise specified in this solicitation and at its sole cost and expense, any portion of the System failing to comply with the warranties granted in this section during the warranty period offered by Contractor. If the Contractor fails to repair or replace such portion of the System within the required time, the University may, in its sole discretion, act to repair or replace all or a portion of the System or re-perform the services and the Contractor shall reimburse the University for all costs incurred by the University to repair or replace the System or to re-perform the services.

5.1.7 Contractor will perform all services required pursuant to the Contract in a professional manner, and with high quality.

5.1.8 The System, in whole or in part, does not infringe upon an enforceable patent, copyright, trade secret, trademark or other proprietary right. The Contractor knows of no action or proceeding of any kind pending, or to its knowledge, threatened against, by or affecting it or the software used to provide the service or any documentation, which if decided, is adverse to the Contractor, and could adversely affect the Contractor’s ability to perform or complete its obligations under this Contract.

5.2 Boise State University’s registered trademarks, as well as other names, seals, logos, college colors and other indicia (“University Marks”) that are representative of the University may be used solely with permission of Boise State University.

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Notwithstanding the foregoing, the University logo may be used in the RFP response for illustrative purposes only. No use may be made of University Marks in any document which implies any association with or endorsement of the services of the Offeror or any other third party.

5.3 The University shall own and retain all rights to information, techniques, processes and data developed, documented, derived, stored, installed or furnished by the University under the Contract.

5.4 The Contractor and System must comply with all federal, state and local laws and regulations, statutes and codes. The System must comply with the federal, state and local laws and regulations governing the privacy and protection of educational records, including but not limited to the Family Education Rights and Privacy Act (FERPA).

5.5 The Contractor shall comply at all times with appropriate data security of information, as applicable, as defined by the Family Education Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

5.6 The Contractor warrants that at all times, for the term of the Contract, Contractor will comply with all posted and applicable, active Idaho Executive Orders as posted at http://gov.idaho.gov/mediacenter/execorders/.  Contractor further warrants that at all times for the term of the Contract; Contractor’s offered property as defined by Idaho Code will comply with all applicable Idaho Technology Authority Standards as posted at http://ita.idaho.gov/resources.html/.

5.7 If there is theft or misappropriation of the University’s confidential information which is due to the negligence or intentional misconduct of Contractor or due to the Contractor’s failure to comply with applicable provisions of HIPAA, FERPA or corresponding regulations, Offeror shall provide the University written notice of theft or misappropriation within 24 hours of when theft or misappropriation becomes known to Offeror. In the event of a breach of any of the Contractor’s data security obligations or other event requiring notification under applicable State and Federal law, the Contractor must assume total financial liability incurred by such breach and subsequent notifications. In addition the Contractor must assume responsibility to indemnify, hold harmless and defend Boise State University, its officials, and employees from and against any claims, damages, or other harm related to such theft or misappropriation. Boise State will have six (6) months from the date of receipt of written Notice from Offeror of the theft or misappropriation to provide written notice to the Offeror of its intent to terminate, and to terminate, this Contract. If the University elects to terminate this Contract pursuant to this section, Offeror will have no right to cure the breach of this Contract in order to prevent Boise State from terminating the Contract.

5.8 Unless otherwise allowed by the University in this Contract, the Contractor shall not, without written approval from the University, enter into any subcontract relating to the performance of this Contract or any part thereof. Approval by the University of Contractor’s request to subcontract or acceptance of or payment for subcontracted work by the University shall not in any way relieve the Contractor of any responsibility under this Contract.  The Contractor shall be and remain liable for all damages to the University caused by negligent performance or non-performance of work under the Contract by Contractor’s sub-contractor or its sub-contractor.

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5.9 The Contractor hereby agrees to be bound by the terms and conditions of Section 504 of the Rehabilitation Act of 1974 and to the applicable provisions and requirements of the Americans with Disabilities Act of 1990, as may be amended or modified from time to time, and as such provisions are applicable to the University. The Contractor shall comply with pertinent amendments to such laws made during the term of the Contract and with all federal and state rules and regulations implementing such laws. If applicable, the Contractor must include this provision in every sub-contract relating to this Contract. Specifically, Contractor hereby agrees to use good faith efforts to ensure that the System is fully accessible for individuals with disabilities and enables the University to fully comply with all applicable requirements of the aforementioned laws, regulations, and requirements.

In the event the System fails to meet the requirements of this section, the University shall provide written notice to Contractor detailing requirements to bring System into compliance. If Contractor fails to correct the deficiency and enable the University to fully comply with the laws, regulations and requirements set forth herein as detailed in such notice within thirty (30) days of receiving such notice, the University may elect to terminate this Contract without further notice and without penalty. In the event the University terminates the Contract under this section, Contractor agrees to compensate the University for all costs associated with securing a replacement that fully complies with the requirements set forth herein, payable upon receipt of an invoice from the University detailing such costs.

5.10 (M) The Contractor and its sub-contractors are required to carry the types and limits of insurance referenced below. Contractor is required to provide the University with a Certificate of Insurance within ten (10) days of Contract signing.

5.10.1 Commercial General, Professional, Automobile, Workers’ Comp Insurance

Found on the Boise State University Office of Risk Management & Insurance web page at http://rmi.boisestate.edu/wp-content/uploads/2014/11/CertificateInsRqmts_3rdParty.pdf.

5.10.2 Cyber Liability Insurance  Information Security/Cyber Liability Insurance written on a “claims-made” basis covering Supplier, its employees, subcontractors and agents for expenses, claims and losses resulting from wrongful acts committed in the performance of, or failure to perform, all services under this Agreement, including, without limitation but are not limited to: a.       Coverage for the IIC’s costs of defending any claims or lawsuits filed because of the Contractor’s system failure or security breach; andb.       Coverage for all costs of notifying all individuals who have been affected, as well as providing credit monitoring services for the affected individuals after the affected individuals confidential information has been compromised; andc.      Coverage for any regulatory fines or penalties that are levied against the IIC as a result of the system failure or security breach; andd.      Coverage for computer virus liability when an IIC authorized user’s system is infected by a computer virus from the Contractor’s system; ande.      Errors and omissions coverage to cover alleged failures by the Contractor’s software and/or system. 

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The Contractor shall carry Cyber Liability Insurance with limits not less than the limits listed below that covers all direct and indirect damages suffered by the agency which are caused by the Contractor’s system failure or electronic hacking that results in confidentiality or security breach(es) of the Contractor’s system .  The policy coverage shall be primary and non-contributory with any other insurance maintained by the State of Idaho, and shall contain a waiver of subrogation.

Minimum Limitsa.       Each Occurrence – $2,000,000b.      Network Security / Privacy Liability –$2,000,000c.       Breach Response/ Notification Sublimit – A minimum limit of 50% of the policy aggregated.      Technology Products E&O – $2,000,000 (Only applicable for Vendors supplying technology related services and or products)e.      Coverage shall be maintained in effect during the period of the Agreement and for no less than two (2) years after termination/ completion of the Agreement.

5.11 (ME) Offeror must be in complete compliance with Section 508 Amendment to the Rehabilitation Act of 1973. Complete and return the Volunteer Product Accessibility Template (VPAT) located at http://www.state.gov/m/irm/impact/126343.htm with your completed response.

5.12 (M) Awarded Contractor must be in compliance with SSAE 16. A copy of last year’s Statement on Standards for Attestation Engagements (SSAE) No. 16 SOC Type II report will be required prior to contract signing for the winning vendor.

5.13 The Software and any media used to distribute it contain no computer instructions, circuitry or other technological means (“Harmful Code”) whose purpose is to disrupt, damage or interfere with University’s use of its computer and telecommunications facilities for their commercial, test or research purposes. Harmful Code shall include, without limitation, Viruses, Worms, Trap Doors, Trojan Horses, bombs, and any other instrumentality that will cause the Software to cease to operate or to fail to conform to its specifications upon (i) use by more than the licensed number of users or (ii) termination or expiration of this Contract; unless otherwise expressly provided herein. Licensor shall indemnify Boise State and hold Boise State University harmless from all claims, losses, damages and expenses, including attorneys’ fees and allocated cost of internal counsel, arising from the presence of Harmful Code in or with the Software or contained on media delivered by Licensor.

5.14 The System and all software comprising the System must be operational in a verifiable customer live production environment, providing service for no less than ninety (90) production days (production days does not include training or testing), prior to the release date of the RFP.

5.14.1 The University may verify that the System meets these requirements, and any system found not to meet these requirements may result in the Offeror’s proposal being found non-responsive and no further consideration given.

5.14.2 Specifically, the University reserves the right on a Pass/Fail basis, to confirm and verify all software versioning, functionality, and requirements mandated in the RFP, and to do so in an Offeror’s customer’s live production site of the

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University’s own choosing. If the University verifies that the software version proposed is not the software version currently in production, or fails to meet the required time in production, the Offeror’s proposal may be found non-responsive and no further consideration given. PROPOSED SOFTWARE VERSION NUMBERS MUST BE INCLUDED IN RESPONSE.

5.14.3 Operational in a verifiable production environment will mean:

5.14.3.1 The version of the software proposed by the Offeror is being used;

5.14.3.2 The software is used by an organization other than the Offeror in the normal course of such organization’s business;

5.14.3.3 The software is not used in a testing or otherwise reduced capacity; and, 5.14.3.4 All the mandatory software operational functionality specified in the RFP is in use by such organization. 

6. SCOPE OF WORK

Use this proposal outline as part of your response to the RFP, and identify it as Appendix A Scope of Work. Keep in mind, the evaluators will be evaluating on the methodologies proposed and the completeness of the response to each of the services listed below. 6.1 General Requirements

6.1.1 (M) System must be able to provide hierarchical content organizational structure that is compatible with LMS structure of courses, programs, departments, and colleges for content sharing and security.

6.1.1.1 (E) Explain how the system provides ability to store and deliver adaptive and/or personalized learning experiences.

6.1.1.2 (E) Explain how the system supports user ratings and user feedback on content.6.1.1.3 (E) Explain how the system supports integration with external social platforms

(e.g., Facebook, Twitter, etc.)

6.1.1.4 (E) Explain how the system supports gamification and simulation activities.

6.1.1.5 (E) Explain how the system supports localization/language packs and the languages it supports.

6.1.1.6 (E) Explain how the system embeds assessments into content and pushes scores to Blackboard/LMS gradebook.

6.1.2 (ME) Describe how your system will provide simple integration of embedded inline display (or equivalent) of interactive content (e.g., HTML5 and java content) into the LMS environment.

6.1.2.1 (ME) Describe how the system will display content and files inline (or equivalent)

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in the preferred LMS, other LMS products and websites. Please include a list of file types that can be displayed inline.

6.1.2.2 (ME) Describe how your system will allow bulk updates, overwriting, and/or removal of multiple content items.

6.1.2.3 (ME) Describe how your system will provide the ability to export / download / transfer content to another repository, content management system or from existing repositories.

6.1.2.3.1 (E) Explain how the system supports, and the process and limitations of archiving and retrieving all content and learning objects stored in the content management system.

6.1.2.3.2 (E) Explain how the system does not prevent the optimization of multimedia content playback through detection of device, platform, and bandwidth.

6.1.2.3.3 (E) Explain how the system can provide analytics for reporting regarding learning object and content access and utilization from the content management system.

6.1.2.3.4 (E) Explain how your system stores accessible content and does not impede the delivery of accessibility features / functionality of that content (e.g. the display of captions for videos, the supporting of screen reader compatibility in a stored document).

6.1.3 (M) The System must allow for the ability to tag (or equivalent) content items stored in the system.

6.1.3.1 (ME) Describe your system’s ability to store, index and search content by metadata / tags.

6.1.3.1.1 (E) Explain the system's ability to import and export metadata/tagging for content objects. Explain the adherence to existing standards (Dublin Core, IMS, etc.) and the workflows/processes to import and export. Please include recommended format(s) of that data, what types of metadata/tags your system can export, and what the workflow for exporting that content and metadata would look like.

6.1.3.1.2 (E) Explain the system's ability to create and search by customizable/user-defined tags (such as learning outcomes, discipline, college, etc.).

6.1.3.2 (ME) Describe how your system will provide mechanisms for managing copyright restrictions and licensing.

6.1.3.2.1 (E) Explain how the system will track object history.

6.1.3.2.2 (E) Explain how the system provides built in versioning with comments.

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6.1.3.2.3 (E) Explain how the system has the ability to group or aggregate related files. For example, HTML content structure/subfolders that need to be managed as a unit.

6.1.3.2.4 (E) Explain how the system is able to accommodate the association of captioned files with their respective videos.

6.1.3.2.5 (E) Explain how the system allows tagging/metadata management of web-based content including YouTube video, websites, TechSmith Relay and any other softwares and tagging of any pass-through or streaming media.

6.1.3.3 (ME) Describe how the system will support features that allow users to filter and search content.

6.1.3.3.1 (E) Explain how the system will display the metadata/copyright information to inform all users of those usage limitations.

6.1.3.3.2 (E) Explain how the system can aggregate content with the same metadata/copyright information (i.e. to facilitate finding all items with the same metadata/copyright information)

6.1.3.3.3 (E) Explain how the system can restrict use and/or display of copyrighted or tagged content based upon user role definitions.

6.1.3.3.4 (E) Explain how the System will support the storage and organization of Open Educational Resource (OER) content.

6.1.3.3.5 (E) Explain how your system will provide authentication and integration (e.g., find, link, or copy) of learning objects from outside repositories, including tracking and integration of outside OER resources such as textbooks and course materials.

6.1.3.3.6 (E) Explain how your system handles OER functionality. Describe how users create, reuse, and organize multiple items/content into a "collection" (e.g., as e-textbooks) that can be shared/published in a way that makes it accessible to users inside or outside the Boise State environment.

6.1.3.3.7 (E) Explain how the system allows for the discovery and simple integration of content from other OER systems, (bulk upload/integration).

6.1.3.3.8 (E) Explain the ability of the system to store, search and manage pass-through OER licensing and copyright information, and/or metadata.

6.1.4 (ME) Describe the types of default user roles, the rights and parameters associated with each role. List any limitations to user roles, such as the number of users in each role.

6.1.4.1(E) Explain your system’s ability to customize permissions based on role (e.g., view only, edit, etc.)

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6.1.4.2 (E) Explain how the system has the ability to provide push notifications/alerts for faculty and staff regarding content changes (e.g. edits, revisions, deletions of content)

6.1.4.3 (E) Explain how the system allows the creation and application of custom user roles.

6.1.5 (ME) Describe how the system supports the creation and editing of content within the system.

6.1.5.1 (E) Explain the capabilities of the user-friendly HTML editor, including inserting images, video, links, etc.

6.1.5.2 (E) Explain how the system allows the launching of editing programs (e.g., Photoshop, Acrobat, etc.) for in-place editing of content items in the system without breaking links from courses in the LMS. Describe any limitations or restrictions in this process.

6.2 Implementation

6.2.1 (ME) Describe what processes or workflows you offer for migration of existing data into and out of the system. Describe the process of bulk migration of content, if applicable.

6.2.1.1 (E) Explain how a user would install the system on PC, Mac systems, and the system requirements of the software, if installation is necessary.

6.2.1.2 (E) Explain common challenges with implementation, integration and start up, (and also during normal operations), that your company has encountered at universities and what your company has done to help alleviate these challenges.

6.2.1.3 (E) Explain any other best practices or tips-and-tricks that your company has discovered, specific to implementation and use at universities/institutes of higher education, that may not have been addressed but that might be useful to Boise State as an LCMS is selected and implemented.

6.3 Integration

6.3.1 (M) System must integrate with Blackboard (LMS).

6.3.1.1 (ME) Describe the process of integrating the System with Blackboard (LMS).

6.3.1.2 (ME) Describe the technologies used to integrate the System with Blackboard (LMS).

6.3.1.2.1 (E) Explain how the System retrieves information from Blackboard (LMS).

6.3.1.3 (ME) Describe the typical implementation timeline. Specify, if applicable, any on- going resource requirements, information and/or data required from the University, and any on-premise activities required.

6.3.1.4 (ME) Describe any on-site installation/implementation/integration requirements

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and provide related documentation (administrator guide, information on the web, etc.).

6.4 Training

6.4.1 (ME) Describe any applicable deliverables, options, and costs for full end-user and administrator documentation, help, FAQ, knowledge base, how to, etc. for the System.

6.4.2 (ME) Describe any applicable deliverables, options, and costs for functional user training (> 40 users) as well as system administrator training for approximately 3-5 users.

6.4.3 (ME) Describe any applicable deliverables, options, and costs for virtual or on-site, instructor-led training delivered at optimal points during the project, along with a web-based User Guide available to users at any time.

6.5 Reporting

6.5.1 (ME) Describe any applicable "canned” system reports (or equivalent) and the information they provide.

6.5.1.1 (E) Explain the System's ability to allow users to run ad hoc queries or reports against the database.

6.5.1.2 (E) Explain the system’s ability to create and save custom reports that can be run on demand or scheduled to run, by various roles. (e.g. Can a role of less than

admincreate and run reports on content stored in the system).

6.5.1.3 (E) Explain they System's ability to audit each learning object, including views, changes, and deletions.

6.5.1.4 (E) Explain the System's ability to send automatically generated emails based

on certain rules that have been configured.

6.5.1.5 (E) Data Availability: Explain how the System collects transaction based information.

6.5.2 Boise State has established a common structure for data reporting and availability to other processes.  To meet the needs of this structure, describe how the System addresses the following requirements:

6.5.2.1 (ME) Describe the System's ability to connect with an existing Data Warehouse.

6.5.2.2 (ME) Describe the System's ability to make a data set reasonably available for extract by the University at the University’s discretion.

6.5.2.3 (E) Explain the System's ability to provide access to data for integration or extract through a secure, automated process including IMS standards and / or EG common Cartridge

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6.5.2.4 (E) Explain the System's ability to allow for data extracts to be scheduled and managed by the University at its discretion.  

6.5.3 (E) Explain the System's archival and retention/deletion capabilities.

6.6 Technology Requirements

Boise State University understands that different options exist for delivering the System.Offerors should respond accordingly. If the System is capable of being delivered as astandalone System (Boise State on-premise System) and is also available as a SaaS System,and you wish to present both options, please indicate this in your response and submit twoproposals. If your System is a SaaS System, please proceed to Section 6.6.2.

6.6.1 On-Premise System

6.6.1.1 (ME) Boise State only supports current versions of Microsoft Window Server and Red Hat Enterprise Linux Server in their on-premise data center. List the versions of Microsoft Server and Red Hat Enterprise Linux Server supported by the System.

6.6.1.2 (ME) Boise State only supports current versions of Microsoft SQL Server and Oracle Databases in their on-premise data center. List the database versions supported by the System.

6.6.1.3 (ME) Describe all recommended (not the minimum) hardware specifications needed for the System to operate optimally in both a production and test environment, including equipment provided by other vendors. This must include all servers, appliances, networking equipment, data storage, and related peripheral devices as well as a complete architectural diagram explaining the purpose of each device and how each is intended to interconnect and inter-operate.

6.6.1.4 (ME) Describe the technology stack required to operate the System, i.e.

Java, .Net FrameWork, and the Offeror’s plan to maintain/update as technology changes. Outdated versions of dependent products are a security risk to the University.

6.6.1.5 (ME) Submit response in Attachment 5, “Internally-Hosted Vendor Security Assessment Form.”

6.6.2 SaaS System - a preference of 100 points will be given to SaaS systems that meet requirements.

6.6.2.1 (ME) Submit response in Attachment 6, “Externally-Hosted Vendor Security Assessment Form.”

6.6.3 Technology Requirements (for both On-Premise and SaaS Systems)

6.6.3.1 Databases

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6.6.3.1.1 (ME) All databases must be properly secured, up to and including appropriate levels of data encryption as outlined in the Boise

State System Security Encryption Standard (http://oit.boisestate.edu/cybersecurity/system-security-

encryption- standard/)

6.6.3.1.1.1 (ME) Describe how System or Offeror guarantees the Security outlined in the Boise State System Security Encryption Standard.

6.6.3.1.1.2 (ME) Describe how Offeror warrants or insures security outlined in Boise State System Security Encryption Standard, above, and what repercussions the University has if this security is breached.

6.6.3.2 Usernames and Passwords

6.6.3.2.1 (M) Confirm that System does not have any user names or passwords hardcoded into the application.

6.6.3.2.2 (E) Confirm that System does not have any user names or passwords located in plain text, anywhere on the System or when passed in or out of the system.

6.6.3.3 Authentication and Authorization

6.6.3.3.1 (E) Describe how the System integrates with Active Directory for authentication and authorization.

6.6.3.3.1.1 (E) Describe how the System supports Active Directory groups and nested groups to validate user security.

6.6.3.3.1.2 (E) Describe how the System performs lookups at authentication against the directory to validate their group memberships.

6.6.3.3.1.3 (E) Describe whether the System maintains an independent copy of Active Directory data.

6.6.3.4 (ME) Describe how the System supports a test environment.

6.6.3.4.1 (ME) Describe how the test environment is populated with current copies of all documents from the production environment.

6.6.3.4.2 (ME) Describe how the test environment is periodically refreshed to mirror production.

6.6.3.5 (ME) List compatible workstation, device, and browser specifications (not minimums) for users of the System. Include Windows, Macintosh, Linux and mobile devices.

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6.6.3.6 (ME) List required browser extensions, plug-ins and supported versions.

6.6.3.7 (ME) Describe how the System has maintained support for current browser versions.

6.6.3.8 (ME) Describe whether the System requires a client or application to be installed on Windows, Macintosh, Linux.

6.6.3.8.1 (ME) If a client or application is required, which population or sub-set of users is required to install the client or application?

6.6.3.8.2 (ME) If a client or application is required, describe the limitations of the browser based interaction that necessitates a client or application.

6.6.3.8.3 (ME) Describe any differences in System functionally for clients using Windows, Macintosh, Linux.

6.6.3.8.4 (ME) List all desktop client software, plug-ins, extensions or other client-

side applications (required or optional) for System to operate optimally. 6.6.3.8.5 (E) Are mobile devices supported by the System? If so, which

platforms are supported (i.e., Android, iPhone)? Describe whether the System requires a client or application to be installed on mobile devices.

6.6.3.9 Licenses

6.6.3.9.1 (ME) Describe the license model.

6.6.3.9.1.1 (ME) If the licensing model proposed includes limitations on number of authorized users, then detail that breakdown and associated costs.

  6.6.3.9.1.2 (ME) Systems that require a one-to-one user to license

mapping where licenses expire on a periodic basis without an automated renewal process should be avoided. The University will place greater preference on licensing systems that do not require human intervention to maintain, or that require limited intervention.

6.6.3.9.1.3 (ME) The System and licensing model must allow for multiple environments for testing, development, and training.

6.6.3.9.2 (ME) Per the Boise State metrics listed below, describe how the licensing for Boise State will be bundled under your license model. Additionally, describe if/how/when pricing increases or changes over time, and how pricing may change with the purchase of additional licenses.

Boise State Metrics:

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150 admin users that can read, write, delete, configure, and manage all items in the System.200-400 users that can read, write and reuse items in the system.200-400 users that can search and use items in the system3,000 users that can view items via the LMS

6.7 Support

6.7.1 (ME) Describe ongoing maintenance and testing procedures for the System.

6.7.2 (ME) Describe how new features are added to the System.

6.7.3 (ME) Describe the roles and responsibilities and general Full-Time Equivalent (FTE) requirements for Boise State to support the System, both for implementation and ongoing maintenance support.

6.7.4 (ME) Describe your ability to meet the following support requirements.

During the Support Period, Client will be entitled to receive support twenty-four (24) hours a day, seven (7) days a week (including major holidays) for Critical Issue (P1) cases. Response time commitment for a first live conversation with a Contractor engineer after Client contacts Contractor with a request for support on a Critical Issue case is less than thirty (30) minutes.

Client will be entitled to receive support for all other Issues during Contractor Business Hours (7:30 AM to 5:00 PM, Mountain Time).  Response time commitments and communication update intervals for each Issue are detailed in the “Response Time Commitment” Table, below.  Business Impact Guidelines for each Client Priority Level are detailed in the “Business Impact Guidelines” Table.

Response Time Commitment Table

Issue Severity

Client Priority Level

Contractor Initial Response Commitment

Client Communications Update Commitment

Critical Issue

Priority 1 30 Elapsed Minutes Every 2 Elapsed Hours

Serious Issue

Priority 2 2 Business Hours Every 4 Business Hours

Standard Issue

Priority 3 1 Business Day Every 5 Business Days

Q&A Priority 4 1 Business Day As Appropriate

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Business Impact Guidelines Table

Client Priority Level

Business Impact Guidelines

Priority 1 Issue where a supported Covered Product is completely unavailable to users or is working at a severely degraded capacity / performance level for multiple users that makes Covered Product unusable; or Issue has a major impact to external client / customer; or Issue is impacting revenue or time sensitive regulatory compliance AND no acceptable workaround exists.

Priority 2 Issue where a supported Covered Product’s functionality has become limited or is working at marginally degraded capacity or performance for multiple users AND no acceptable workaround exists; or Issue where a Covered Product component is unavailable or is working at a severely degraded capacity / performance AND an acceptable workaround exists.

Priority 3 Issue where a single user is unable to use a Covered Product or a component of a Covered Product that is necessary for the user to perform their primary work activities; or Issue that is not critical is encountered with the Covered Product that leads to a minimal loss of functionality, capacity or performance; or A feature is unavailable where another can be readily used (i.e., routing to a different printer).

Priority 4 General request for information or “how to” (Q&A); or Report of event not causing impact to work operation or production.

6.8 Desired / Optional Items / Other Capabilities & Future Enhancements

6.8.1 (E) Boise State prefers an Offeror who is used to working in a University environment. Please describe the environment that is typically and best served by the System. Also describe other environments where the System is used.

6.8.2 (E) Boise State University is interested in learning about industry best practices for implementation and use of the System, and how other institutes of higher education utilize learning content management to meet their business needs. Please discuss.

6.8.3 (E) Provide a brief description of other products or services not specifically detailed or requested in this document that you feel are or may become relevant to Boise State. Discuss additional costs or technical requirements associated with these features.

6.8.4 (E) Provide a brief overview of the general direction of your development focus over the next year and how you feel that will impact the University’s capabilities and experience.

6.8.5 (E) Based on the Scope of Work detailed in this RFP, identify any risks or constraints that you will need to address prior to or during the performance of the Work; as well as a description of how you will address each one. For example an incomplete Scope of Work can be both a risk and a constraint. How would you mitigate, or overcome, this? Provide your response to this specification in no more than two type-written pages.

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7. PROPOSAL REVIEW AND EVALUATION

7.1 The objective of the University in soliciting and evaluating proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

7.2 The proposal will be evaluated first as either “pass” or “fail,” based on compliance with Mandatory (M) and Mandatory/Evaluated (ME) requirements. All proposals that meet the Mandatory and Mandatory/Evaluated requirements will continue in the evaluation process. Proposals not meeting the Mandatory and Mandatory/Evaluated requirements may be found non-responsive.

7.3 The University will establish an evaluation team, who may consult with subject matter experts to review and advise on any portion of the response, to evaluate responses. Upon opening the responses, the Boise State University Purchasing Department will inspect the proposal for responsiveness. Under the facilitation of the Purchasing Department, the evaluation team will score the responsive proposals. The University may request online or other electronic style demonstrations from the top several scoring Offerors. If demonstrations are requested, the University may submit demonstration scenarios to Offerors. The team will discuss and finalize their scoring with the Purchasing Department. Prior to award, the apparent successful Offeror’s response may be forwarded to a representative(s) of the Office of Information Technology and/or General Counsel to confirm that the System will work within the University’s infrastructure and policies.

7.4 The criteria described below will be used to evaluate and score the proposals for the purpose of ranking them in relative position based on how fully each proposal meets the requirements of this RFP. Particular emphasis will be placed on the Offeror’s understanding of the RFP, quality of product/service, and the description of how the activities will be performed.

7.5 The scores for each category named in the Evaluation Criteria (Section 7.12), will be normalized. Excepting cost, the proposal with the highest raw score per category will receive all available points for the category. Other proposals will be assigned a portion of the maximum available points, using the formula:

(Raw score of proposal being evaluated / highest raw score) x Total possible category points.

7.6 The Cost evaluation will be based on the sum of the “Total Project Cost” including fully burdened cost for implementation, one (1) years’ worth of System use (including licenses, training and Other as detailed in the “Project Cost Breakdown” of the Cost Proposal) and the “Total Annual Sustaining Costs” for the first year of maintenance and support (including maintenance, updates, patches, system support and/or licenses, technical support based on SLA, and “Additional Licenses” costs, and any Other costs as detailed in the “Annual Ongoing Costs” section of the Cost Proposal).

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The scores for the Cost Proposal will be normalized as follows: The proposal with the lowest overall total cost proposed will receive all the cost points as assigned in the Evaluation Criteria below. Other proposals will be assigned a portion of the maximum score using the formula:

Lowest Cost / other proposal cost x total possible cost points.

7.7 At the discretion of the University, demonstrations may be required. Offerors who do not make the Evaluated Demonstration portion of the evaluation may not be further evaluated.

7.8 Demonstrations, if required, will be conducted before the Notice of Intent to Award is

issued. Demonstrations will be via web conference, set up by the Offeror and provided at no cost to the University. It is possible that an Offeror will have only a couple of days of notice that they have been selected for a demonstration, so its suggested that the Offeror have the ability to quickly set up a web conference and be prepared to exhibit their product.

Demonstrations may include hypothetical scenarios, real-life test samples, quality assurance issues, reporting and/or anything else the University is specifically interested in seeing or hearing about. The demonstration becomes an official part of the response. At its discretion, the University will choose either “Evaluated” or “Pass/Fail” demonstrations, as detailed below.

7.8.1 (E) Evaluated Demonstrations - At the discretion of the University, several of the highest scoring Offerors may be contacted to give an overview/demonstration of their System and respond to questions. Results of the demonstrations may result in adjustment of points awarded in the Business and Scope of Work Proposal, as the evaluation committee deems appropriate. Failure to successfully demonstrate functions of the System listed as mandatory in this RFP may result in rejection of the proposal.

7.8.2 (E) Pass/Fail Demonstration - Alternatively, the University reserves the right to require a demonstration or web conference of only the top scoring Offeror. If this option is chosen, the evaluation is strictly Pass/Fail for the apparent successful Offeror. If the apparent successful Offeror fails, then the next highest scoring Offeror will be considered the apparent successful Offeror and the demonstration process may be repeated.

7.9 For those proposals making it to the demonstrations, the total evaluation points will be summed with the cost points and demonstration points and the proposals will be ranked by final total score.

7.10 Award will be made to the responsive, responsible Offeror whose Proposal receives the highest number of points

7.11 Offeror will be notified of the result of the solicitation process in writing. Written notification will be sent to the authorized signer designated on the signature page.

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7.12 Evaluation Criteria:

Technical Proposal:Mandatory (M, ME) Submission Requirements Met Pass/Fail

Experience & Qualifications (Section 4.1, 4.2) 145 pointsReferences (Section 4.3) 30 pointsVPAT (Section 5) 25 pointsScope of Work (Section 6.1-6.5, Appendix A)       400 pointsScope of Work (Section 6.6-6.7, Appendix A) 200 pointsSaaS Preference (Section 6.6.2) 100 points

Cost Proposal:Cost Proposal (Section 8, Attachment 4) 200 points

Total Points 1100 points

Demonstrations: (if desired, Section 7) 200 additional points

7.13 Response checklist reminder: This checklist is not intended as a complete list of requirements to respond to this proposal, but merely as a reminder of some of the required items. Failure to submit any of the following items or late submission of any of the following items may result in disqualification of your proposal. Mail your hard copy response to the buyer to be received by the closing time and date as specified in Section 1.1.

Section 2: Signature Page – must be hand-signed in blue ink (Attachment 1) Number of original and copies of proposal Electronic version Redacted version / Trade Secrets Cover Letter Proposed modifications to Terms & Conditions Supplemental document or agreements Amendment Confirmation

Section 4: Experience Qualifications References (Attachment 3) Project Schedule

Section 5: Voluntary Product Accessibility Template (VPAT)

Section 6: Scope of Work (Appendix A) Vendor Security Assessment Form (Attachment 5 and/or Attachment 6)

Section 8: Cost Proposal (Attachment 4)

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8. COST PROPOSAL

Pricing will be evaluated using a cost model that offers the University the best possible value over the initial term of the Contract.

8.1 (ME) Use the format established in Attachment 4 as your response to the Cost Proposal of this RFP. Altering the format may result in a finding that your proposal is non-responsive.

8.2 All costs associated with the specifications of the RFP must be included in the mandatory Cost Proposal. All proposed pricing will be firm/fixed and fully-burdened with all direct and indirect costs, and must include (but not be limited to), all operating, administrative, and personnel expenses, such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or mileage), lodging, and quality improvement.

8.3 Standard, basic maintenance and support costs must be included on the Cost Sheet. For budgetary reasons, maintenance and support costs must be broken out from the rest of the costs, as a separate line item, on the cost sheet.

8.3.1 Licensing and maintenance/support costs are to include all software, including 3rd

party software necessary for System operation.

8.3.2 Annual maintenance/support cost shall include the right to upgrades, including major upgrades.

8.3.3 Annual maintenance/support costs are to be billed annually in advance based upon the acceptance date.

8.4 At the time of contract extension, if any, the annual licensing and maintenance/support costs will not exceed three (3) percent over the previous year’s costs without nullifying the Contract.

8.5 Proposal must include any applicable freight charges.

8.6 Prices must be FOB Boise State University, Boise, ID. 8.7 Contractors are not allowed to direct bill expenses or to receive advance payments for

services not rendered.

8.8 Payment terms shall be NET 30. All invoicing is to be directed to the University Purchasing Department, Attn: Nancy Schwend, or other as designated by the University.

8.9 Boise State University doesn’t pay until a product/service is received, and will hold a portion of the total payment until acceptance. The University intends to pay per the finalized project management plan (including milestones and/or deliverables) as mutually agreed upon between Contractor and University.

8.10 In addition to the acceptance terms detailed in the Boise State Standard Contract Terms and Conditions, acceptance from the University will be based upon the satisfactory performance and deliverance of the milestones listed and agreed upon by University and Contractor in the Project Management Plan.

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APPENDIX A

Scope of Work

(The Contractor’s proposal will be included in the Contract as Appendix A – Scope of Work)

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ATTACHMENT 1 - SIGNATURE PAGE

THIS SHEET MUST BE FILLED OUT, SIGNED AND RETURNED WITH PROPOSAL. THIS SIGNATURE PAGE MAY NOT BE MODIFIED AND MUST BE HAND-SIGNED IN BLUE INK. MODIFICATIONS TO THIS PAGE WILL DEEM THE ENTIRE QUOTE NON-RESPONSIVE AND NO FURTHER CONSIDERATION WILL BE GIVEN.

BY SUBMISSION OF THIS PROPOSAL TO BOISE STATE UNIVERSITY, THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES, IF THIS PROPOSAL IS ACCEPTED WITHIN A REASONABLE TIME FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR PROPOSAL AND UNDER ALL THE SPECIFICATIONS, TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE STATE UNIVERSITY’S RFP, AS MAY BE AMENDED PRIOR TO THE DATE HEREOF IN ACCORDANCE WITH THE TERMS OF THE SOLICITATION.

AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR THE OFFEROR AND THE PROPOSAL IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR CORPORATION MAKING A PROPOSAL 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 AN OFFEROR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE RESPONSE TO THIS RFP OR ANY OTHER FAILURE BY THE OFFEROR TO CONSIDER THE TERMS AND CONDITIONS IN THE RESPONSE TO THE RFP.

ADDITIONAL OR SUPPLEMENTAL TERMS AND CONDITIONS MAY BE CONSIDERED FOLLOWING THE DATE HEREOF ONLY IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE SOLICITATION. (See Sections 2.1.3, 2.1.4, 2.3.11 and 3.4)

Failure to comply with these requirements may result in disqualification and your entire response will be deemed nonresponsive.

Respond by to: nschwend@boisestate.edu; Nancy Schwend, phone (208) 426-3363.

Please complete the following information:

OFFEROR (Company Name)______________________________________________________

ADDRESS_____________________________________________________________________

CITY _________________________ STATE _______________ ZIP CODE _________________

TOLL-FREE #___________________________ PHONE #_______________________________

FAX #_________________________________ EMAIL__________________________________

FEDERAL TAX ID / SSN #________________________________________________________

SIGNATURE PAGE MUST BE HAND-SIGNED & RETURNED FOR PROPOSAL TO BE CONSIDERED.

_________________________________________ ________________________________Signature Date

_________________________________________ ________________________________Please type or print name Title

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ATTACHMENT 2OFFEROR QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPOERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. Questions must be received by the Deadline to Receive Questions noted in Section 1.1 of the RFP or will be rejected and not considered.

2. DO NOT CHANGE THE FORMAT OR FONT . Do not bold your questions or change the color of the font.

3. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

4. Do not enter text in column 5 (Response). This is for the University’s use only.5. Once completed, this form is to be emailed per the instructions in the RFP. The email

subject line is to state the RFP number followed by “Questions.”

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RFP NS16-073, Learning Content Management System for Boise State University

Offeror Questions are due by 5:00 PM MT, per the date listed in Section 1.1 RFP Administrative Information.

Question RFP Section RFP Page

Question

1

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3

4

5

6

7

8

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ATTACHMENT 3REFERENCES

INSTRUCTIONS TO THE OFFEROR:

Offerors will be scored on three (3) completed reference questionnaires. If more than the minimum number are received, the first three (3) received will be scored. If fewer than the minumum number of references are received prior to the closing date, the offeror will receive a zero (0) for all questions not scored and questionnaires not received. If multiple references are received from the same company only the first received will be accepted. Scores from reference questionnaires will be averaged.

The reference questionnaires must be from individuals, companies or agencies for whom the Offeror provided products or services that are similar in nature and scope to those requeisted by this solicitation, and within the last year from the posting date of this solicitation. References outside the requisite number of years and references determined by the University, in its sole discretion, to be not of a similar nature and scope to the products or services requested here will receive a score of zero (0). Determination of “similar” will be made by using the information provided by the reference in Section II General Information and any additional information provided by the reference, or otherwise obtained by the University. Only one (1) reference will be received/qualified per reference company. Boise State University may not be utilized as a reference.

REFERENCES MUST BE RECEIVED BY THE RFP LEAD (by email), DIRECTLY FROM THE REFERENCE, IN ORDER TO BE CONSIDERED.

1. Offerors must complete the following information on page 2 of the “Reference’s Response To” document before sending it to the Reference for response.

a. Print the name of your reference (company/organization) on the “REFERENCE NAME” line.

b. Print the name of your company/organization on the “OFFEROR NAME” line.

c. Be certain that the RFP Closing Date and Time in Instruction 5, on the following page, is correct.

2. Send the “Reference’s Response To” document to your references to complete.

NOTE: It is the Offerors responsibility to follow up with their references to ensure timely receipt of all questionnaires. Offerors may email the RFP Lead prior to the RFP closing date to verify receipt of references.

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REFERENCE QUESTIONNAIREREFERENCE’S RESPONSE TO:

RFP Number: NS16-073      RFP Title: Learning Content Management System

REFERENCE NAME (Company/Organization):_____________________________________

OFFEROR (Vendor) NAME (Company/Organization): _______________________________ has submitted a proposal to Boise State University to provide the following services: Learning Content Management System. We’ve chosen you as one of our references.

INSTRUCTIONS 1. Complete Section I. RATING using the Rating Scale provided.

2. Complete Section II. GENERAL INFORMATION (This section will be used to determine the similarity of the reference’s system to the proposed solution.)

3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document. (Reference documents must include an actual signature.)

4. Email THIS PAGE and your completed reference document, Sections I through III to:

RFP Lead: Nancy Schwend     

Email: nschwend@boisestate.edu     

5. This completed document MUST be received by 6/8/2016 at 5 p.m. (Mountain Time). Reference documents received after this time will not be considered. References received without an actual signature will not be accepted.

6. Do NOT return this document to the Offeror (Vendor).

7. In addition to this document, the University may contact references by phone or email for further clarification if necessary.

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Section I. RATING

Using the Rating Scale provided below, rate the following numbered items by circling the appropriate number for each item:

Rating Scale Category Score

Poor or Inadequate Performance 0

Below Average 1 – 3

Average 4 – 6

Above Average 7 - 9

Excellent 10

Circle ONE number for each of the following numbered items:

1. Rate the overall quality of the vendor’s product / Learning Content Management System (the product’s stability, reliability, robust functionality, etc.):

10 9 8 7 6 5 4 3 2 1 0

2. Rate the overall quality of the vendor’s implementation services:

10 9 8 7 6 5 4 3 2 1 0

3. Rate how well the agreed upon, planned implementation schedule was consistently met and deliverables provided on time by the vendor. (This pertains to delays under the control of the vendor):

10 9 8 7 6 5 4 3 2 1 0

4. Rate the overall quality of the vendor’s support resources (user/admin, training, documentation, help desk, etc.):

10 9 8 7 6 5 4 3 2 1 0

5. Rate the vendor’s overall customer service and timeliness in responding to customer service inquiries:

10 9 8 7 6 5 4 3 2 1 0

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6. Rate the knowledge of the vendor’s assigned staff and their ability to quickly and thoroughly resolve a product/system technical and/or performance issue:

10 9 8 7 6 5 4 3 2 1 0

7. Rate the vendor’s flexibility in meeting business requirements and/or responding to product enhancement requests:

10 9 8 7 6 5 4 3 2 1 0

8. Rate the likelihood of your company/organization recommending this vendor to others in the future:

10 9 8 7 6 5 4 3 2 1 0

9. Please provide comments/additional details to inform any of the above ratings:

Section II. GENERAL INFORMATION

1. Please include a brief description of the services provided by this vendor, including the version number of the System in use:

2. During what time period did the vendor provide these services for your business?

Month:_________ Year:_________ to Month:_________ Year:_________.

Section III. ACKNOWLEDGEMENT

I affirm to the best of my knowledge that the information I provided is true, correct, and factual:

____________________________________ ________________________________Signature of Reference Date

____________________________________ ________________________________Print Name Title

____________________________________ ________________________________Phone Number E-mail Address

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ATTACHMENT 4COST PROPOSAL (M/E)

Part 1. Cost Proposal: The completion and submission of this Cost Proposal is mandatory. No other proposer supplied pricing shall be evaluated for award. No other proposer supplied pricing shall constitute the pricing for any resulting Agreement. Company & Product InformationCompany Name:

Software Details: (Name, Title, Modules Included, etc.)

Software Version Number:

Estimated # weeks for Implementation, including all associated activities such as testing, acceptance and training:

Total Cost: Firm/Fixed, Fully Burdened cost for implementation and one (1) year of System (broken out in “Project Cost Breakdown” table below).Optional Hourly Rates (for custom software development, future training, on-site needs, etc.)

Project Cost BreakdownFully Burdened Technical and Functional Implementation Costs TrainingLicensingIdentify required licenses and associated license costs for 50 concurrent users that can create, configure and manage all items in the System for the Enrollment Services and Graduate Admissions Departments (Phase 1). Licensing Identify required licenses for view access licenses & associated license costs for:Faculty Full Time - 678Faculty Part Time - 524Staff Full Time - 1448Staff Part Time 435Other (List and Itemize all other costs)Total Project Cost: (Implementation Phase + one (1) full year of service

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Initial term of the Contract will be for an implementation phase plus one (1) calendar year. The implementation phase shall commence upon signing of a contract and terminate upon System acceptance and Go-Live. The one (1) calendar-year period shall commence immediately following Go-Live Acceptance, and terminate one (1) year following the Go-Live Date. Following the Initial Term, the parties may extend the Contract under the same terms and conditions, on an annual basis, upon mutual written consent. At the time of extension, the annual per unit renewal pricing will not exceed two (3) percent over the previous year’s renewal term costs without nullifying the Contract.

Annual Ongoing Costs (for budgetary and evaluation purposes):Per unit cost for maintenance, updates, patches and support for System and/or licenses purchased in “Project Cost Breakdown Table”Technical Support (based on SLA, Section 6.7)Additional LicensesIdentify required licenses and associated license costs for 75 concurrent users that can create, configure and manage all items in the System for the Student Financials, Human Resources, Research and Finance Departments (Phase 2)Other (List all other costs)Total Annual Sustaining Costs

Part 2. Billing Procedure:

The invoice must include, but not be limited to:

1. Contract/PO number. 2. Total amount billed for the billing period.3. All services delivered during the billing period, identified by each item as reflected in the cost

matrix and the total for each.

Invoices are to be submitted to:

Boise State UniversityAttn: Nancy Schwend MS 1210 (or other as indicated by University)1910 University DriveBoise, ID 83725-1210

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