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Technology Acquisition:
ePortfolio System
Project Sponsor: Professor Cindy P. Stevens
Project Manager: David Gidley
Project Team: Abdulelah Allafi, Anqi Cai, Stephen Schreier
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Table of Contents
1.) General Information ...................................................................................................................... 2 Purpose of the RFP ........................................................................................................................................... 2 RFP Communications ...................................................................................................................................... 2 Timeline ............................................................................................................................................................... 2 RFP Preparation ................................................................................................................................................ 2 Vendor Responses ............................................................................................................................................ 3 Effective Dates of Pricing ............................................................................................................................... 3 Evaluation Criteria ........................................................................................................................................... 3 Right to Reject .................................................................................................................................................... 3 Marketing References ..................................................................................................................................... 3
2.) Vendor Guidelines .......................................................................................................................... 4 RFP Response Format ..................................................................................................................................... 4 Letter of Transmittal ....................................................................................................................................... 4 Table of Contents .............................................................................................................................................. 5 Product Overview ............................................................................................................................................. 5 Functional Requirements .............................................................................................................................. 5 Technical Product Information ................................................................................................................... 5 Strategic Partnership Potential ................................................................................................................... 5 Cost Summary .................................................................................................................................................... 5 Appendix .............................................................................................................................................................. 6 Exceptions to the RFP ...................................................................................................................................... 6 Confidentially ..................................................................................................................................................... 6
3.) Product Information ...................................................................................................................... 6
4.) Functionality Requirements: ...................................................................................................... 7 Instructions ......................................................................................................................................................... 7 Technology Functionality: ............................................................................................................................. 7 System Functionality: ...................................................................................................................................... 8 Vendor Functionality: ..................................................................................................................................... 8
5.) Technology ........................................................................................................................................ 9 Client Requirements: ....................................................................................................................................... 9 Network Architecture, Scalability, Extensibility ................................................................................ 10 System Performance, Reliability, and Redundancy .......................................................................... 11
6.) Strategic Partnership Potential ............................................................................................... 12 Vendor Profile ................................................................................................................................................. 12 Training ............................................................................................................................................................. 12 Support .............................................................................................................................................................. 13 Implementation Plan .................................................................................................................................... 13 References: ....................................................................................................................................................... 14
7.) Costs ................................................................................................................................................... 14 Initial Costs ...................................................................................................................................................... 14 Software: ........................................................................................................................................................... 14 Additional Services ....................................................................................................................................... 15 Pricing Options ............................................................................................................................................... 15 Long-Term Costs ............................................................................................................................................ 15
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Payment Options ............................................................................................................................................ 16
1.) General Information
Purpose of the RFP
The purpose of the Request for Proposal (RFP) is to establish the functional, operational,
and technical requirements for the purchase of an ePortfolio that meet Wentworth Institute
of Technology's Requirements.
RFP Communications
Please direct all communications for this RFP to:
Name: David Gidley
Email: [email protected]
Phone number: 774-766-0972
Timeline
Vendor demo, review, and site visit February 2015
RFP submission date December 20, 2014
Proposal due date January 10, 2015
Vendor selection and contracts February 2015
RFP Preparation
The vendors will absorb all the costs in relation to preparing and presentation of this RFP.
In the event that modifications or additions to the RFP become necessary, prospective
vendors will be notified in writing. All supporting materials submitted with the proposal
will become the property of Wentworth Institute of Technology unless otherwise
requested by the prospective vendors at the time of submission.
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Vendor Responses
The vendors are required to submit three (3) copies of their proposals. Send all copies to
David Gidley no later than January 20, 2015. All supporting materials and documentation
must be included with the proposal.
Effective Dates of Pricing
Prospective vendors should state in writing that all furnished information, including
pricing, will remain valid and applicable for a minimum of one hundred twenty (120)
days from the date their proposal is received by Wentworth.
Evaluation Criteria
Prospective vendor proposals will be evaluated using the following general criteria:
● Ability to satisfy Wentworth Institute of Technology requirements
● Ability to satisfy technical and integration requirements
● Strategic Partnership potential
● Cost
Right to Reject
Wentworth Institute of Technology reserves the right to accept or reject any submitted
proposals and request additional information from all prospective vendors. Wentworth
Institute of Technology specifically has the right to negotiate a contract with the selected
vendor(s). The vendor’s response to this RFP will be included in whole or by reference in
the final contract. At the discretion of Wentworth Institute of Technology, a third-party
financial institution or consulting team could be included in contract negotiations.
Selected vendor will be based on the evaluation of all responses, applying all criteria, and
oral interviews (if required), the vendor determined to be the best qualified to provide the
requested solution and support will receive the contract.
Marketing References
Prospective vendors may not make any reference to the project in any literature,
promotional material, brochures or sales presentations, or make any other commercial use
of Wentworth Institute of Technology’s name and/or this RFP, without the express
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written consent from Wentworth Institute of Technology. However, Wentworth Institute
of Technology will offer itself as a reference account to the selected vendor(s).
Copyrights used herein are acknowledged to be the property of their prospective
companies.
2.) Vendor Guidelines
RFP Response Format
Prospective vendors should make every attempt to use terminology in their proposal that
is consistent with that of Wentworth Institute of Technology and this RFP. Comparable
terminology may be substituted, where appropriate, if the prospective vendor provides
clear and concise definitions. Prospective vendor proposals should address the
requirements outlined in this RFP as directly and concisely as possible Extraneous
information with no apparent connection to Wentworth Institute of Technology and this
RFP could detract from the proposal scoring.
The information furnished should be in specific response to this RFP. Specific
answer are required to specific questions where asked. All information should be
submitted in a standard PDF document as well as 8.5 x 11 inch paper.
Vendor responses to this RFP will become a part of the final contract between Wentworth
Institute of Technology and the vendor.
Prospective vendors are requested to provide their proposal in the following format:
Letter of Transmittal
The letter of transmittal should include the following detail in two (2) pages:
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A brief statement of the product that will be provided.
Wentworth Institute of Technology ePortfolio project team would prefer to deal with a
single representative. The names of personnel delegated to represent the vendor, should
be include titles, address, phone (direct) and email.
Table of Contents
The table of contents should include a complete and concise identification of the
materials submitted by section and page number.
Product Overview
Prospective vendors should follow the instructions in the Product Overview section of
this RFP.
Functional Requirements
Prospective vendors should fill out the table in the Functional Product Information
sections of this RFP.
Technical Product Information
Prospective vendors should complete the table in the Technical Product Information
sections of this RFP.
Strategic Partnership Potential
Prospective vendor should respond to all strategic information in the Strategic
Partnership Potential section of this RFP.
Cost Summary
Prospective vendors should provide all the information requested in the Cost Summary
sections of this RFP.
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Appendix
Prospective vendors may provide any other information that the vendor considers suitable
for this RFP in an Appendix section.
Exceptions to the RFP
Prospective vendors may find instances where their operations do not function in a
manner consistent with the specifications in the RFP. In such cases, it is permissible to
take exception to portions of the RFP. The exceptions should be clearly identified. If
necessary, attach an additional page describing the scope of the exceptions, any
additional costs, and a summary of any advantages these exceptions represent to
Wentworth Institute of Technology.
Confidentially
This RFP and all materials requested shall not be copied, shall not be used for any other
purpose, and shall not be forwarded to any other third party without Wentworth institute
of Technology’s express written consent or permission. Each prospective vendor
personnel should understand that they are under a mutual confidentiality agreement with
signature.
3.) Product Information
In this section we would like the vendors to describe their product in detail. We would
like all marketing materials to be placed in this section to ensure that we get a complete
picture of your ePortfolio solution. Screenshots of the solution are required for us to
compare the User Interface for Faculty, Professionals, and Students. Please specify which
solution would be for Faculty, Students and etc.
In addition to an in depth description of your product we would like a description of the
upgrades/ customizability of your product. Please specify how much you would be able
to customize the product upon request.
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4.) Functionality Requirements:
Instructions
Wentworth Institute of Technology, on the topic of selecting an ePortfolio, will strive to
achieve the best product and service provider to ensure that the future system will remain
useful and modern in the years following its implementation. The vendor must provide
measurable, accurate, and reliable answers based upon the vendor’s proposed product
solution specific to the given product. If the vendor’s product does not meet a requirement,
clear indication using the proper term (DMR) standing for Does not Meet Requirement,
should be sufficient. The requirements will be listed in tables in the requirements section
and the rating should be included based on the solution capability shown below. A
response should also be included adding any additional information that could be useful in
making the final decision.
For each requirement, the solutions capability should be identified as follows:
DMR- Does not meet requirement
MM-Major Modification- Heavy modifying, such as modifying the coder of the product.
MN- Minor Modification- Light modifying such as customization of a tool or report.
CR- Current Release- The requirement is currently met in the current version.
FR- Future Release- The requirement will be addressed in a future version of the product.
TP- Third-Party Solution- The functionality is not provided by the vendor but provided by
a Third-Party and can be implemented seamlessly into the vendor’s package.
Technology Functionality:
# Requirement Rating Response
1 Compatible on Windows
and Macintosh Operating
Systems
2 Web-Based Platform
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3 Compatible with Multiple
Document Formats
(Microsoft Office, PDF)
7 Updated Regularly
System Functionality:
# Requirement Rating Response
1 Contains Evaluation Tools
2 Contains Comment
Features
3 Contains Upload Features
4 Easy to Use Interface
5 Contains Templates for
Portfolio
6 Contains Grading Feature
that can be exported to a
database
7 Contains Change Log
8 Contains tools to
Customize Portfolio
10 Able to create a Printable
Version of Portfolio
11 Able to print out
comments
12 Able to be viewed by
public on internet
Vendor Functionality:
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# Requirement Rating Response
1 Vendor Provides Technical
Support
2 Vendor Provides Training:
Manual, Video, etc
End-User and Faculty
6 Vendor Provides Technical
Support During Business
Hours and beyond
8 Vendor has ability to work
on system remotely
9 Vendor is experienced
with dealing with
organizations the size of
Wentworth
10 Vendor has 5-year
Business Plan
5.) Technology
Client Requirements:
# Requirement Response
1 Describe the minimum system
requirements for the use of your product.
2 What operating systems and browsers does
your product support?
3 Does your product have an API?
4 Does your application have a mobile
application? Which mobile operating
systems does it support?
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5 Can people access your product remotely?
(Not on campus network)
6 How many people can use your product
simultaneously?
Network Architecture, Scalability, Extensibility
# Requirement Response
1 Describe the smallest and largest possible
configuration of your product.
2 How easily can the system be expanded?
3 What is the maximum amount of users
your product can support?
4 Is the data in your system exportable?
5 Will we need to host your product or do
you provide hosting services?
6 Describe the technology and architectural
base of your product
7 Is there any proprietary hardware needed
for your product?
8 What are the upload/download capabilities
of your product?
9 Define your anticipated upgrades and
enhancements for your product for the next
three years. Will the current data be
migratable to the new system?
10 When do you perform maintenance on your
system? Is it not available during
maintenance?
11 How long does maintenance typically last?
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System Performance, Reliability, and Redundancy
# Requirement Response
1 What practices do you have in place to
prevent major outages/downtime?
2 Does your product allow for any automated
features? Can it print reports at certain
intervals?
3 Are there file size limits for your system?
4 Describe how your system handles data
integrity
5 Does your system perform backups? Will
we have to handle backing up the
information?
6 Do you provide any disaster recovery
options?
7 Describe the bandwidth minimums and
maximums for your product.
8 Describe information security features of
your product.
A) User sign in controls.
B) Access to files, databases, folders
controls.
9 Does your system support multiple user
levels with their own access features
incorporated?
10 Does your system provide stress testing
capabilities? How would that work?
11 What external software or products can
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your product integrate with?
(Dropbox, MS Office, Outlook, Google
Docs, etc)
6.) Strategic Partnership Potential
Wentworth institute of Technology will only need your organization product for the
Business Management department initially. Wentworth institute of Technology will then
purchase additional licenses or just continue to interact with them on a support capacity
for the remaining life of the product. But if Wentworth institute of Technology
implementation is successful will consider expand this product to the remaining majors.
Vendor Profile
Prospective vendors should include the following detail:
A description of your company’s background.
Any pertinent association memberships.
A description of your organization’s background.
A description of any constraints or legal issues that could convincingly influence a
relationship with Wentworth institute of Technology.
Training
Prospective vendors should include the following detail:
Detailed description of your standard training program process for faculty and student.
Detailed maintenance plans available with your system.
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What system documentation is available and included in the price of the system?
What additional training program that your organization offers?
Support
Prospective vendors should include the following detail:
Description of your product warranties.
List the assistance time that is available from your help desk.
Description of your organization’s policy for product upgrades and maintenance.
Identify the support options in detail.
Description of your available support options.
Description of your company will provide implementation.
Description of how your company will support services.
Experience
Briefly describe your largest installation and implementation of your software and the experience
that it provided you with. Please indicate the size of the installation, the amount of integration,
and your specific role in the installation.
Implementation Plan
Prospective vendors should include the following detail:
Description of your system installation and implementation procedures.
Description of the risk during the implementation as well as the solution for each risk.
Description of the risks associated in the time frame for your implementation process.
A list of what is needed to be provided for supporting during the implementation process.
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References:
Please provide a minimum of three customer reference. Educational institutions would be
preferable.
7.) Costs
Initial Costs
The initial proposal should outline a price quote and all pricing options available to
support the following quotas:
• 100 simultaneous students
• 25 simultaneous professors and administrators
Complete pricing schedules should be provided that represent the complete cost of ownership.
This schedule must detail specific products and support to be provided as well as the amounts
and timing of payments. It should try to include the following:
Software:
Cost per individual user license
Cost per individual professor/administrator license
Cost for additional tools:
o Report writers
o Administrator tools
o Design tools
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o Customizable user interface
Additional Services:
Vendors should provide pricing data for any services not included as part of the software or
support purchase. These may include training, implementation support, and ongoing
consultation.
Pricing Options
Vendors are encouraged to be creative in their pricing structures. Examples may include, but are
not limited to: site licensing, complete package licensing. More than one proposed pricing
structure per solution acceptable.
Long-Term Costs
Support and Other Long-Term Costs:
Please state all costs in dollars not percentages. Assume 24 x 7 support and explain the
nature of this support. Document basis for support cost increases and maximum increases
for the next five years.
● Lease state all costs in dollars.
● 24 x 7 support
● Fixed annual rate
● Usage charges
● Onsite support rates
● System upgrades
● Bug fixes
Please provide all other long-term costs associated with maintaining this technology.
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Payment Options
Prospective vendors are encouraged to include payment option information.