BOISE STATE UNIVERSITY
REQUEST FOR PROPOSAL
RFP #ST13-129
Online-Mobile Software Tutorial Library
Issue Date: 9/3/2013
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TABLE OF CONTENTS
Page
1. RFP ADMINISTRATIVE INFORMATION ................................................................................................ 3
2. TERMS OF PROCUREMENT PROCESS............................................................................................... 8
3. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS ...................................................................... 12
4. PROPOSAL FORMAT ........................................................................................................................... 15
5. SCOPE OF WORK ................................................................................................................................ 19
6. COST PROPOSAL ................................................................................................................................ 25
7. PROPOSAL REVIEW AND EVALUATION .......................................................................................... 26
8. SOFTWARE TERMS ............................................................................................................................. 27
9. SUBMISSIONS CHECKLIST ................................................................................................................ 29
APPENDIX A--SCOPE OF WORK ............................................................................................................. 30
ATTACHMENT 1--SIGNATURE PAGE ..................................................................................................... 31
ATTACHMENT 2--OFFEROR QUESTIONS .............................................................................................. 32
ATTACHMENT 3--REFERENCES ............................................................................................................. 34
ATTACHMENT 4--COST PROPOSAL ...................................................................................................... 38
ATTACHMENT 5 DEFINITIONS ................................................................................................................ 40
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1. RFP Administrative Information
RFP Title:
Online/Mobile Software Tutorial Library
RFP Project Description:
Provide seamless online tutorial library that supports both
student and faculty skills development in the use/creation of
digital media. Must be hosted off-site, allow for discrete
selections of content, and fully integrate with Blackboard
Learning Management System.
RFP Lead:
Pre-Proposal Conference:
Name: Shannan Thomas, Senior Buyer
Mailing address: 1910 University Drive
Boise, ID 83725-1210
Physical Address: University Plaza
960 Broadway Ave Ste. 300
Boise, ID 83706
Email address:shannanthomas@boisestate.edu
Phone: 208-426-1549
Thursday, 9/12/13, 9 am Local Boise time
Pre-Proposal Conference
Location:
Via telephone (RSVP to shannanthomas@boisestate.edu for
details)
Deadline To Receive
Questions:
Friday, 9/13/13, 11:59 pm Local Boise Time
Anticipated Release of
Answers to Questions:
Approximately 9/18/13
Go to http://vpfa.boisestate.edu/purchasing/
RFP Closing Date:
10/3/13, 11:59 pm Local Boise Time
RFP Opening Date:
10:30 a.m. local Boise time the following work day after
closing. Boise State University Purchasing
Week of October 14, 2013 (See Section 7.4)
Demos Presentations (for
high scoring Offerors, only)
Validity of Proposal
Initial Term of Contract and
Renewals:
Bid proposals are to remain valid for one hundred twenty (120)
calendar days after the scheduled closing date. Proposals
submitted with a validity period of less than this will be found
nonresponsive and will not be considered.
Initial term of contract to be for 1 year from date of acceptance.
Upon mutual agreement, the contract may be renewed under
the same terms and conditions at one (1) year intervals. At the
time of extension, if any, the contract costs may be
renegotiated within the terms as specified in the original
solicitation.
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1.1. Background General Information:
1.1.1 Boise State University
Boise State University is a publicly-supported, multi-disciplinary institution of higher
education recognized by the Carnegie Foundation for outreach and community
engagement. The University has the largest student enrollment of any university in
Idaho, with enrollment of 22,678 for the fall semester of 2012. The University’s main
campus is located in Boise, Idaho with convenient access to the governmental
institutions and commercial and cultural amenities located in the capital city. The
metropolitan area has a population of approximately 600,000. The University employed
approximately 2,147 faculty and staff in 2012. The University administers over 90
baccalaureate, 75 masters and 8 doctoral programs through eight colleges. The
University is fully accredited by the Northwest Association of Schools and Colleges, and
a number of the University’s academic programs have also obtained specialized
accreditation. Boise State is Idaho’s fastest growing research university and is the home
of over 50 research centers and institutes, including the Center for Health Policy, the
Center for Public Policy and Administration, the Environmental Science and Public
Policy Research Institute, the Global Business Consortium, the Raptor Research Center,
and the Hemingway Western Studies Center. Sophisticated auxiliary units include
athletics, housing, the student union, food services, the student health center, the
student recreation center, Taco Bell Arena, the Morrison Center, and the bookstore.
1.1.2 Academic Technologies at Boise State
Academic Technologies is a unit of the Center for Teaching and Learning. Their mission
is to provide the best possible technology-based tools and environments for teaching
and learning and to support faculty in their personal goals in regard to digital fluency as
they use those technology-based tools and environments.
The University, on its Academic Technologies webpage, has defined digital fluency as
an evolving aptitude that empowers the individual to effectively and ethically interpret
information, discover meaning, design content, construct knowledge, and communicate
ideas in a digitally connected world. This aptitude thrives when inquiry, play, and
exploration are valued and encouraged as meaningful learning experiences.
Academic Technologies supports faculty, staff, and students in exploring and
implementing technology to further the academic mission of Boise State. This is done by
promoting relationships, pedagogy, and tools that empower the individual and challenge
the status quo.
Programs and Services include:
 Faculty Consultations
 Departmental Consultations
 Course Management Systems (Blackboard Learn)
 Online Testing Center and Test Scanning Services
 Workshops and Training
 Course Design Cohorts such as Hybrid Course Design Seminars
 Campus Initiatives like the Mobile Learning Initiative and an e-Textbook Pilot
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1.1.3 Current Environment:
Currently, there is limited on-campus support for students and faculty seeking tutorials
about third party products such as Google Drive, YouTube, Social Media, and more. A
student helpdesk, called The Zone, is able to assist students with simple software tasks,
but does not offer detailed tutorials or 24-hour support.
1.1.4 Boise State University Software Portfolio
Platforms, Software, and Services supported on the Boise State campus include, but are
not limited to, the following:
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Blackboard Learn
Blackboard Collaborate
Kaltura for Blackboard
Qualtrics
Camtasia Relay/Studio
Podcasting through Audacity and
iTunes U
Symantec Antivirus
Carbonite
Microsoft Internet Explorer
Mozilla Firefox
Google Chrome
Apple Safari
LabVIEW
Maple, Mathematica, MATLAB
Microsoft Office 2013 (for
Windows) and 2011 (for Mac)
SPSS, SAS, NVivo
vmWare, VirtualBox
WordPress
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1.1.4 Boise State University Software Portfolio (Continued)
All Office of Information Technology computers provide students access to the following
software:
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Adobe Acrobat Pro
Adobe Reader
Adobe Air
Adobe CS5 Design Premium
Adobe Dreamweaver
Adobe Fireworks
Adobe Flash Player
Adobe Flash Pro
Adobe Illustrator
Adobe InDesign
Adobe Photoshop
Adobe Premiere Elements
Adobe ShockWave Player
ALEKS Math
Apple iTunes
Apple QuickTime
CMAP Tools
CourseCompass
Digiteo Scilab
EMS-I GMS
ESRI ArcGIS Desktop
ESRI ArcGIS Workstation
ESRI ArcView/
ArcEdit
ESRI ESRI Tutorial Data
Faronics Deep Freeze
FileZilla
Forensit User Profile Manager
Google Chrome
Google Earth
Google SketchUp
HydroSOLVE Aqtesolv
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IBM SPSS
Iris ReadIris Pro
ITT Envi
ITT IDL
LabStats Client
MapleSoft Maple
Mathworks MatLab
Microsoft Office 2010
Microsoft Windows Live Tools
MorningStar Direct
MorningStar Encorr
Mozilla Firefox
MyMathLab
NetBeans
Oracle JDK
PC-Progress HYDRUS
Petrology Apps
Pharos Client
PHStat
Prentice-Hall Train & Assess
Information Technology
Rockware IgPet
Sassafras KeyServer Client
SigmaPlot
Standard and Poor's Research
Insight
Symantec AntiVirus Endpoint
TurningPoint
WMS
Wolfram Mathematica
1.1.5 Expectations
Boise State has identified skills development and general software training as an important way
that the University intends to provide support for digital fluency development of students and
faculty. There is a vast diversity of need among faculty, students and individual participants
and disciplines as to the appropriate focus of support resources, ranging from basic computer
skills to more advanced, focused work. Many mass produced training materials are generic in
form and/or require a lockstep approach through the identified curriculum, making it difficult to
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translate the process to the local environment and compounding frustration with misalignment of
content.
Since the sheer volume of content, never-ending rate of change and maintenance and upkeep
makes building an-in-house support library an economical and logistical challenge, Boise State
University would like to license a collection of tutorials, rather than attempting to build and
maintain a collection in house. The solution chosen by the University must allow for
customization of selection and packaging of content as well as the ability to combine local
content (user created content) with solution content. Additionally, the solution must be flexible
and allow for discrete selection/parsing of content according to task and experience.
In order to have a valuable impact at Boise State University, the solution must:
-offer tutorial support for common digital assessment in core courses,
-enable Boise State users (faculty and staff) to build out a self-service tutorial curriculum for key
instructional platforms and
-allow access and support from within Blackboard Learn
It is expected that the Online Tutorial library to be purchased will offer students and faculty
unlimited, 24-hour support on a wide variety of tools used in their courses. Additionally, it is
expected that students will be able to easily access tutorials recommended by their instructor
within Blackboard. Finally, access will be available both on and off campus.
It is expected that the Online Tutorial library will be rolled out immediately to all faculty, staff,
and students.
 Student enrollment for Fall 2012: 22,678
 Full-time Faculty: 670
 Staff: 3,269
1.2. Pre-Proposal Conference
A non-mandatory pre-proposal conference will be held at the location and time as indicated in
Section 1, page 1 of this RFP. This will be your opportunity to ask questions of the University
staff. All interested parties are invited to participate, limited to two (2) representatives from each
Offeror as phone lines may be limited. Those choosing to participate must pre-register via
email with 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 Receive Questions” period as indicated in Section 1, page 1 of this RFP. For
simplicity’s sake, offerors are 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. 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.
1.3. Questions regarding the RFP
All questions must be submitted to the RFP Lead by the date and time noted above.
Questions must be submitted using Attachment 2, Offeror Questions, via email to the RFP Lead
at the address listed above. Official answers to all questions will be posted on the University’s
website as an amendment as indicated in Section 1, page 1 of this RFP.
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Questions regarding the State of Idaho Standard Contract Terms and Conditions found at
http://adm.idaho.gov/purchasing/purchasingrules.html and incorporated in this RFP by
reference must be submitted by the deadline to receive questions from the offeror, stated
on Section 1, page 1 of the RFP. The University will not negotiate these requirements
after the date and time set for receiving questions.
Questions regarding these
requirements must contain the following:
1.3.1. The term or condition in question;
1.3.2. The rationale for the specific requirement being unacceptable to the offeror
(define the deficiency);
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
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.
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 will be found non-responsive, and no further consideration of the proposal will be
given.
1.4. Proposal Opening
Proposal opening will be held at the location and time as indicated in Section 1, page 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.
2. TERMS OF PROCUREMENT PROCESS
“Offeror” shall mean a vendor responding to this RFP.
2.1. To be considered responsive, Offerors should adhere to all requirements of this RFP. The
determination of whether a proposal is responsive is a determination made by the
University in its sole discretion. 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. 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.
2.3. Proposal Material - All proposal material submitted becomes the property of the University
and will not be returned to Offeror unless the Solicitation is cancelled by the University
(State Code § 67-5725). The University will have the right to use all concepts contained in
any proposal and this right will not affect the Solicitation or rejection of the proposal.
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2.4. Public Records - 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” or other
exemption from disclosure under the Idaho Public Records Act, Section 9-340D(1), Idaho
Code.
2.5. Entire Agreement - The RFP and any and all attachments and amendments, proposal
submitted by the successful offeror, and the purchase order will be incorporated into and
become the Agreement. The Agreement, in its incorporated, composite form, represents
the entire agreement between the Offeror and University and supersedes all prior
negotiations, representations, understandings or agreements, either written or oral.
2.6. Offeror Terms and Conditions - Where terms and conditions and assumptions specified in
the Offeror’s response to this Solicitation differ from the State of Idaho Standard Contract
Terms and Conditions or the State of Idaho Special Terms and Conditions for Customized
Software, or the terms and conditions of this Solicitation, the State’s Terms and Conditions
and the terms and conditions of this Solicitation shall control and prevail. Where Offeror’s
terms and conditions and assumptions supplement the State of Idaho Standard Contract
Terms and Conditions or the State of Idaho Special Terms and Conditions for Customized
Software 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 reviewed, approved and accepted by the University in writing. Refusal by the
University to either review or accept an Offeror’s supplemental document shall not relieve
the Offeror, in the event Offeror is selected for award, of providing the Service per the
terms and conditions of the Agreement.
2.7
Unsolicited Supplemental Documents - Where unsolicited supplemental documents,
including unsolicited pricing quote sheets, are submitted, the University reserves the right
to deem the quote non-responsive if the supplemental documents conflict with the
specifications of this Solicitation.
2.8. Where Offeror agreements and assumptions supplement the State of Idaho Standard
Contract Terms and Conditions and Related Services (if specifically identified as
applicable to this solicitation), or the terms of this Solicitation, the supplemental terms and
conditions shall apply only if specifically accepted by the University in writing.
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 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 the State’s Solicitation Instructions to Vendors, Clause
30 at the following website. http://purchasing.idaho.gov/terms_and_conditions.html
2.9. License Agreements - License, service, maintenance or any other type of agreements
desired by the Offeror to be signed by the University, are only binding upon the University
to the extent they do not conflict with the State of Idaho Standard Contract Terms and
Conditions. Any conflict or inconsistency shall be resolved in accordance with Clause 31 of
the State’s Standard Contract Terms and Conditions. No Offeror agreement shall be
binding upon the University unless specifically accepted by the University in writing, for the
initial Agreement, or for any subsequent renewals.
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2.10. University Contact - From the date of release of this Solicitation until Intent to Award Letter
is issued, all contact and requests for information shall be directed to the University’s
Buyer only. Regarding this Solicitation, all contact with other personnel employed by or
under contract with the University is restricted. During the same period, no 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 bid
or proposal, irrespective of any other consideration.
2.11. Boise State University will retain all rights to user generated content that the University
uploads into the system. Boise State University shall have unlimited rights to own,
posses, use, disclose, transfer or duplicate all information, techniques, processes and data
copyrighted or otherwise developed, documented, derived, stored, installed or furnished
and uploaded into the system by the University.
2.12. Offeror represents and warrants that all copyrightable material delivered to the University
does not infringe upon a United States’ Enforceable patent, copyright, trade secret or
trademark.
2.13. Lobbying - Offeror certifies that none of the compensation received under the Agreement
has been paid or will be paid by or on behalf of the Offeror to any person for influencing or
attempting to influence an officer or employee of any State agency, a member, officer or
employee of the Idaho Legislature in connection with the awarding, continuation, renewal,
amendment, or modification of any contract, grant, loan, or cooperative agreement. In the
event Offeror is selected for award, Offeror shall require that the language of this
certification be included in any subcontract, at all tiers, (including loans and cooperative
agreements) entered into as a result of the Agreement, and that all sub-recipients shall
certify and disclose as provided herein. Offeror acknowledges that a false certification
may be cause for termination of the Agreement.
2.14. Qualification - The Offeror certifies and warrants to the best of its knowledge and belief
that it and its principals:
2.14.1 Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from performing the terms of the Agreement by a
government entity (federal, state or local);
2.14.2 Have not, within a three (3) year period preceding the Agreement, been convicted
of or had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or performing a
public (federal, state, or local) transaction or contract under a public transaction;
violation of federal or state antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records, making false statements, or
receiving stolen property;
2.14.3 Are not presently indicted for or otherwise criminally or civilly charged by a
government entity (federal, state or local) with commission of any of the offenses
enumerated herein; and,
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2.14.4 Have not within a three (3) year period preceding the Agreement had one or more
public transactions (federal, state, or local) terminated for cause or default; The
Offeror acknowledges that a false statement of this certification may be cause for
termination of the Agreement, in the event Offeror is selected for award.
2.15. Conflict of Interest - Public Official - No official or employee of the University who
exercises any functions or responsibilities in the review or approval of the undertaking or
carrying out of the Agreement shall, prior to the termination of the Agreement, voluntarily
acquire any personal interest, direct or indirect, in the Agreement, or proposed Agreement.
2.16. Conflict of Interest – Offeror represents and warrants that it presently has no interest and
shall not acquire any interest, direct or indirect, that would conflict in any manner or degree
with the performance of the Services and Work Product provided hereunder.
2.17. Independent Contractor – Offeror must perform its duties hereunder as an Independent
Contractor, not as an employee of the University. Neither the Offeror nor any agent or
employee of the Offeror will be or shall be deemed to be an agent or employee of the
University. The Offeror must pay when due, all required employment taxes and income tax
withholdings, including all federal income taxes and local taxes, and any monies paid
pursuant to contract awarded as a result of the Agreement. The Offeror acknowledges that
the Offeror and its employees are not entitled to unemployment insurance benefits unless
the Offeror or third party provides such coverage. Offeror will have no authorization,
express or implied, to bind the University to any agreements, liability, or understanding
except as expressly set forth herein. Offeror must provide and keep in force Worker’s
Compensation and unemployment compensation insurance in the amounts required by
law, and must be solely responsible for the acts of the Offeror, its employees, and agents.
Offeror shall indemnify the University and hold it harmless from any and all claims for
taxes, including but not limited to social security taxes, penalties, attorney’s fees and costs
that may be made or assessed against the University arising out of Offeror’s failure to pay
such taxes, fees or contributions.
2.18. University Marks-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.
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.
2.19. Confidential Information - If there is theft or misappropriation of the University’s
Confidential Information which is due to the gross negligence or intentional misconduct of
selected Vendor, Vendor shall provide University written notice of theft or misappropriation
within three (3) business days of when theft or misappropriation becomes known to
Vendor. Boise State will have six (6) months from the date of receipt of written notice from
Vendor of the theft or misappropriation to provide written notice to the Vendor of its intent
to terminate the Agreement. If Boise State elects to terminate the Agreement pursuant to
this section, Vendor will have no right to cure the breach of the Agreement in order to
prevent the University from terminating the Agreement.
2.20. Validity of Software - The University reserves the right to confirm and verify the software
version(s) proposed. Specifically, the University reserves the right on a Pass/Fail basis, to
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confirm and verify all software functionality and requirements mandated in this Solicitation,
and to do so in a customer’s live production site, of the University’s own choosing.
2.21. Vendor will perform all services required pursuant to this Solicitation in a professional
manner, with high quality.
2.22. Compliance with Laws – Awarded Vendor must comply with all federal laws and
regulations governing the privacy and protection of educational records, including but not
limited to the Family Education Rights and Privacy Act (FERPA) and Health Insurance
Portability and Accountability Act (HIPAA). Vendor must comply with the rules, regulations
and policies as outlined by Boise State University Policy #8000 (Information Technology
Resource Use), and University Policy #8120 (Identity Theft Prevention Program).
2.23 Termination – University may terminate an agreement with Offeror resulting from this RFP
pursuant to Clause 2 of the State of Idaho Standard Contract Terms and Conditions, found
at http://adm.idho.gov/purchasing/purchasingrules.html. In addition to the remedies
provided University pursuant to Clause 2 of the State of Idaho Standard Contract Terms
and Conditions, Offeror shall provide to University a pro-rated refund within thirty (30) days
of termination.
3. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
3.1. Any qualified Vendor may submit a proposal. All Vendors are qualified unless disqualified.
Those Vendors presently on the General Service Administration’s (GSA) “list of parties
excluded from federal procurement and nonprocurement programs” may be disqualified.
Vendor information is available on the Internet at: http://epls.arnet.gov
3.2. Proposals must demonstrate that offerors have the ability to complete the described
functions of this RFP. State agencies are not required to, but are encouraged to submit a
proposal.
3.3. Proposals should be submitted on the most favorable terms an offeror can propose, from
both a price and technical standpoint. 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.
3.4. In order to be considered for award, the sealed proposal must be delivered to the place
specified, no later than the date and time specified in Section 1 of the RFP. A proposal
received at the office designated in this RFP after the RFP closing date and time will not
be accepted unless the University determines that late receipt was due solely to
mishandling by the University after its arrival. No late proposals will be accepted.
3.5. (M) The proposal must be submitted with the University–supplied signature pages which
must contain an ORIGINAL HANDWRITTEN signature executed in BLUE INK and be
returned with the relevant Solicitation documents. PHOTOCOPIED SIGNATURES or
FACSIMILE SIGNATURES are NOT ACCEPTABLE.
Failure to include a signed,
complete, original University Signature Page will result in a finding that the Bid is nonresponsive, and no further consideration will be given to the Bid.
3.5.1. The proposals must be submitted in a hard copy format, addressed to the RFP Lead
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as stated in Section 1 and clearly marked “RFPST13-129 Online-Mobile Software
Tutorial Library.”
3.5.2. The proposal must be separated into two (2) distinct sections:
 Business and Scope of Work Proposal, and
 Cost Proposal.
3.5.3. The Business and Scope of Work Proposal must be sealed, identified “Business
and Scope of Work Portion of Proposal – RFP #ST13-129 Online-Mobile Software
Tutorial Library and include a cover letter (see Section 4.3)
3.5.4. The Cost Proposal must be sealed, identified “Cost Portion of Proposal – RFPST13129 Online-Mobile Software Tutorial Library.”
3.5.5. The 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 and Billing Procedures.
3.5.6. In addition, offerors must submit one (1) electronic copy of the proposal on CD or
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 CD or USB device to the original version of
the Business and Scope of Work Proposal.
3.5.7. Submit one (1) electronic, redacted copy of the Business and Scope of Work
Proposal, on CD or USB device, with all trade secret information removed or
blacked out, as described in Paragraph 32, “Public Records,” State of Idaho’s
SOLICITATION INSTRUCTIONS TO VENDORS. The electronic file name should
contain the word “redacted.” This is the copy of the offeror’s proposal which will be
released under Idaho’s Public Record Law, if the proposal is requested. The
redacted copy of the Business and Scope of Work Proposal must be an exact copy
of the Business and Scope of Work Proposal regarding trade secret information.
The original proposal and redacted proposal may be submitted on the same CD or
USB device. If there is no need for a redacted copy of your proposal, please note
that in the cover letter.
3.6.
Insurance - The awarded Vendor and its subcontractors, if any, are required to carry the
types and limits of insurance shown in this Request, and to provide Boise State
University (“Certificate Holder”) with a Certificate of Insurance within ten (10) days of the
signing of this Contract.
3.6.1 Certificate Holder shall read:
State of Idaho and Boise State University
Attn: Risk Management
1910 University Drive
Boise, Idaho 83725-1245
3.6.2 All certificates shall provide for thirty (30) days’ written notice to Certificate Holder
prior to cancellation or material change of any insurance referred to in the
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certificate.
3.6.3 All insurers shall have a Best’s rating of A- or better and be licensed and admitted in
Idaho.
3.6.4 All policies required shall be written as primary policies and not contributing to nor in
excess of any coverage Certificate Holder may choose to maintain.
3.6.5 All policies (except Workers Compensation and Professional Liability) shall name
the following as Additional Insured: State of Idaho and Boise State University.
3.6.6
Failure of Certificate Holder to demand a certificate or other evidence of full
compliance with these insurance requirements or failure of Certificate Holder to
identify a deficiency from evidence that is provided shall not be construed as a
waiver of Offeror’s obligation to maintain such insurance.
3.6.7
Failure to maintain the required insurance may result in termination of this contract
at the Certificate Holder’s option.
3.6.8
By requiring this insurance, Certificate Holder does not represent that coverage
and limits will necessarily be adequate to protect Vendor, and such coverage and
limits shall not be deemed as a limitation on Vendor’s liability under the terms of
the grant or contract.
Required Insurance Coverage. Vendor shall obtain insurance of the types and in the
amounts described below.
3.6.9
Commercial General and Umbrella Liability Insurance. Vendor shall maintain
commercial general liability (CGL) and, if necessary, commercial umbrella
insurance with a limit of not less than $1,000,000 each occurrence and $2,000,000
in the aggregate. If such CGL insurance contains a general aggregate limit, it shall
apply separately by location and shall not be less than $2,000,000. CGL insurance
shall be written on standard ISO occurrence form (or a substitute form providing
equivalent coverage) and shall cover liability arising from premises, operations,
independent contractors, products-completed operations, personal injury and
advertising injury, and liability assumed under an insured contract including the tort
liability of another assumed in a business contract. Waiver of subrogation
language shall be included. If necessary to provide the required limits, the
Commercial General Liability policy’s limits may be layered with a Commercial
Umbrella or Excess Liability policy. All insurers shall have a Best’s rating of A- or
better and be licensed and admitted in Idaho.
3.6.10 Commercial Auto Insurance. Vendor shall maintain a Commercial Automobile
Policy with a Combined Single Limit of not less than $1,000,000; Underinsured and
Uninsured Motorists limit of not less than $1,000,000; Comprehensive; Collision;
and a Medical Payments limit of not less than $5,000. Coverage shall include NonOwned and Hired Car coverage. Waiver of subrogation language shall be included.
All insurers shall have a Best’s rating of A- or better and be licensed and admitted
in Idaho.
3.6.11 Business Personal Property and/or Personal Property. Vendor shall purchase
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insurance to cover Insured's personal property. In no event shall Certificate Holder
be liable for any damage to or loss of personal property sustained by Insured,
whether or not insured, even if such loss is caused by the negligence of Certificate
Holder, its employees, officers or agents.
3.6.12 Workers’ Compensation. Where required by law, Vendor shall maintain all
statutorily required Workers Compensation coverages. Coverage shall include
Employer’s Liability, at minimum limits of $100,000 / $500,000 / $100,000. All
insurers shall have a Best’s rating of A- or better and be licensed and admitted in
Idaho.
3.6.13 Professional Liability. If professional services are supplied to the University, Vendor
shall maintain Professional Liability (Errors & Omissions) insurance on a claims
made basis, covering claims made during the policy period and reported within
three years of the date of occurrence. Limits of liability shall be not less than one
million dollars ($1,000,000). All insurers shall have a Best’s rating of A- or better
and be licensed and admitted in Idaho.
3.7. 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.
3.8. 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, must be the sole
responsibility of offerors and will not be reimbursed by the University.
3.9. An appeal by a offeror of a bid specification, a non-responsiveness determination, or the
award of a bid 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://www.boisestate.edu/finad/purchasing/docs/purchasingappealsprocess.pdf
3.10 Ownership of Data: 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 Agreement.
4. PROPOSAL FORMAT
4.1. These instructions describe the format to be used when submitting a proposal. Sections
of the format may be listed with an Evaluated Requirement (definition below). Evaluation
points may be deducted from the offeror’s possible score if the following format is not
followed. 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. The proposal of the successful offeror will be
appended to and incorporated into the RFP and the resulting contract or agreement,
including
the
State’s
Standard
Terms
and
Conditions
(http://adm.idaho.gov/purchasing/purchasingrules.html). All terms should be reviewed
carefully by each prospective offeror as the successful offeror is expected to comply with
those terms and conditions, and may be found in breach of contract if terms conflict.
15
4.2. Evaluation Code - The codes and their meanings are as follows:
4.2.1 (M) Mandatory Specification or Requirement - Offeror is required to respond to each
mandatory specification with a statement outlining its understanding and how it will
comply. Failure to comply with any mandatory specification or requirement may
render offeror’s proposal non-responsive and no further evaluation will occur.
4.2.2 (ME) Mandatory and Evaluated Specification - Offeror is required to respond to each
mandatory and evaluated specification with a statement outlining its understanding
and how it will comply. Failure to comply may render offeror’s proposal nonresponsive and no further evaluation will occur. Points will be awarded based on
predetermined criteria.
4.2.3 (E) Evaluated Specification - A response is desired. 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) points awarded for
this item.
4.3. (M) Cover Letter: 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, bid number and all materials and enclosures being
forwarded collectively as the response to this RFP. The cover letter must be signed, in ink,
by an individual authorized to commit the offeror to the work proposed. In addition, the
cover letter must include:
4.3.1. 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.
4.3.2. A statement indicating the offeror’s acceptance of and willingness to comply with
the requirements of the RFP and attachments and amendments, including but not
limited to the State of Idaho Standard Contract Terms and Conditions
(http://adm.idaho.gov/purchasing/purchasingrules.html) and State of Idaho
Special Terms and Conditions for Customized Software and Related Services.
4.3.3. A statement of the offeror’s compliance with affirmative action and equal
employment regulations.
4.3.4. 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.
16
4.3.5. 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 offeror or a company regularly employed by the offeror 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.
4.3.6. A statement naming the firms and/or staff responsible for writing the proposal.
4.3.7. A statement that offeror is not currently suspended, debarred or otherwise
excluded from federal or state procurement and nonprocurement programs.
4.3.8. A statement affirming that the proposal will be firm and binding for the term of
Validity of Proposal, as stated in Section 1, RFP Administrative Information.
4.3.9. A statement, by submitting its proposal, that the offeror warrants that any contract
resulting from this Solicitation is subject to Executive Order 2009-10
[http://gov.idaho.gov/mediacenter/execorders/eo09/eo_2009_10.html]; it does not
knowingly hire or engage any illegal aliens or persons not authorized to work in the
United States; it takes steps to verify that it does not hire or engage any illegal
aliens or persons not authorized to work in the United States; and that any
misrepresentation in this regard or any employment of persons not authorized to
work in the United States constitutes a material breach and will be cause for the
imposition of monetary penalties up to five percent (5%) of the contract price, per
violation, and/or termination of its contract.
4.4. (M) Amendment Confirmation: If the RFP is amended, the offeror must acknowledge each
amendment with a signature on the Amendment Acknowledgement Form provided on the
University website, as listed in Section 1, with each amendment. Failure to return a signed
copy of each amendment acknowledgement form with the proposal may result in the
proposal being found non-responsive.
4.5
(M) Identify each page of the proposal that contains a “trade secret” per Section 3.5
above. Only those pages identified as “trade secret” or other exemption from disclosure
will be exempt from disclosure if the proposal is requested pursuant to the Idaho Public
Records Act. All other pages of the proposal will be released without review. If there are
no trade secrets included in the proposal, please indicate that in the cover letter.
NOTE: If a proposal is marked as “trade secret” in its entirety, it will be considered public
record in its entirety, and will be disclosed, in full, if requested.
4.6. Table of Contents: 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.
17
4.7. Executive Summary: 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.
4.8. (M, E) References: Offerors must provide three (3) verifiable, written professional
references from individuals, companies, or agencies with knowledge of the offeror’s
experience in providing an online-mobile software tutorial library, used in a verfiable (nontest or training) production envirionment for no less than ninety (90) days, to an instituion
of higher education, preferably with over 15,000 full time students, preferably using
Blackboard or another Learning Management System and that are within the last two (2)
years from the date this RFP. The University will determine whether the reference
concerns products or services that are similar in nature to this RFP. Failure to provide
three (3) verifiable references with a score of 70% or higher may, at the discretion of the
University, render the proposal non-responsive and no further consideration will be given.
4.9
4.8.1
Offerors must follow the instructions in Attachment 3 to obtain those references.
4.8.2
For any reference not received by RFP closing date and time, or that is outside the
two (2) years, the offeror will receive no (zero) points for that particular reference.
For any reference that is determined to be not of a similar nature to the products or
services requested by this RFP, the offeror will also receive no (zero) points for
that particular reference. Offerors may email the RFP Lead prior to the reference
submittal deadline to verify receipt of references. Reference Attachment 3,
References.
4.8.3
Boise State will evaluate references that it discovers. BSU may conduct its own
research and discovery to find customers for whom the respondent has performed
work, and to solicit their feedback in addition to feedback from those references the
respondent did list. BSU may contact any and all references directly, without the
assistance of the offeror. Boise State is under no obligation to share results of its
reference checks with the bidder.
(M, E) Experience: Offerors must describe in detail their knowledge and experience in
providing an online-mobile software tutorial library to an institution of higher education with
over 15,000 full time students, preferably with institutions using Blackboard or another
Learning Management System.
4.10 (M, E) Organization and Staffing: Offerors should describe their respective qualifications
for successfully completing the requirements of the RFP. To demonstrate their
respective qualifications, the following are required:
4.10.1. Staffing Plan: Offerors should provide a detailed staffing plan with a chart
describing all key positions and titles that will be involved in the work of carrying
out the ensuing contract. Offerors should explain how the workflow will occur using
the staffing plan based on the requirements of this RFP. Describe the access that
Boise State personnel will have to these contacts.
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5. 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.
Must, Shall, Will - Where the words “must”, “shall”, or “will” occur, the words declare a
mandatory requirement or specification upon the Bidder. Failure to meet the mandatory
requirement or specifications will deem the proposal non-responsive.
5.1
Technical Requirements
5.1.1
(M, E) Licenses – Describe how the product is licensed, which licenses are required, and
which (if any) licenses are supplied by offeror. For ease of maintenance and compliance,
the University is interested in a CAMPUS WIDE LICENSE. If the Offeror supports
another licensing model that would better fit the campus population, the University would
be interested in seeing a high level summary of this proposed licensing model, or other
licensing options that may benefit the University, based upon the University’s population,
and the costs/ease of maintenance/compliance associated with this licensing model. If
there are multiple licensing options, please describe each, and how the licensing
structure proposed by the offeror benefits the University.
5.1.2
(M) Usernames and Passwords
5.1.2.1 Confirm that application does not have any user names or passwords
hardcoded into the application configuration
5.1.2.2 Confirm that application does not have any user names or passwords
located in plain text, anywhere on the system.
5.1.2.3 Confirm that all usernames and passwords are encrypted.
5.1.3
(M) Hosted Services – Confirm that the offeror is providing a hosted solution and that it
is hosted within the United States. Specify the location where the solution will be
hosted.
5.1.4
Authentication and Authorization
5.1.4.1 (M) Same Sign-On - Boise State's LDAP directory is Novell eDirectory.
Confirm that for LDAP enabled applications, the proposed application will
maintain a separate database or use LDAP group membership for
authorization.
5.1.4.2 (M, E) Single Sign-on– Confirm that for Single Sign-On applications, the offeror
application will leverage Shibboleth v2.x for authentication and
authorization. Single Sign-On will be given preference over Same SignOn. Additional preference will be given to providers that are members of
the InCommon Federation.
19
5.2
(M, E) Project Schedule
Boise State University would like to publicize events for faculty development before
implementation and anticipates a roll out as soon as can be accommodated by the
awarded offeror. Please provide a sample Project Schedule. Include earliest date that
installation could start (based on your company’s available resources), installation
milestones, and overall installation duration. Provide a quick overview of what the
University can expect during installation, including any resource requirement or other
involvement from the University.
5.2.1. The University and the Vendor will finalize the Project Schedule for the
implementing, testing, accepting of all software, firmware, and hardware
deliverables. The Project Schedule must identify all Major Deliverables. All
Major Deliverables must be in accordance with the specifications of this
Solicitation. Progress Payment Deliverables must be added to the Project
Schedule for the sole purpose of paying to the Vendor progress payments based
upon Acceptance Testing and Acceptance of a Major Deliverable.
5.2.2. The Project Schedule must have a task entitled “Final Testing and Acceptance.”
The date upon which final acceptance of the Property occurs will be considered
the project “Go Live” date. Final payment will be due from the University, and all
licensing and maintenance agreements must begin upon that date. A Change
Order will be issued by the University resetting the initial term so that a full Initial
Term of licensing and maintenance under full system operation may be executed
by the University.
Acceptance is defined as successful access by faculty, staff and students in a production
environment. Prior to releasing access to the production environment, University personnel will
be able to manage the appearance and configuration of the tools and confirm functionality of
embedding courses into Blackboard. “Installation” will be considered complete when productioncapable access has been established.
5.2.3. Should the University and Vendor be unable to come to an agreement regarding
the Project Schedule, the University will have the right to enter into an Agreement
with the second best qualified Offeror for this Solicitation.
5.3
(M, E) Training – Boise State will require training for all key roles involved within the
project, including faulty, student support and technical support. The University
anticipates that this will be handled in a “train the trainer” fashion, will be required for
about 15 people, and would occur within a month of award. Boise State intends to have
these “Trainers” conduct training for other University personnel after this initial training is
completed.
5.3.1
Describe how you will meet these training needs. Please include webinar type
training costs on the cost sheet, and describe the content and/or materials that
will be provided in support of this requirement. In the “optional” section of the
cost proposal, include optional costs for both face to face training as well as
additional, optional on-line and/or webinar type training.
5.3.2
Discuss costs for additional, optional training/learning opportunities/webinars, for
new products/major upgrades/updates or because of staff turnover, etc. for the
20
proposed solution, should it be required by Boise State or available to clients in
the future. If there are any blackout dates when either the webinar or face to
face training could not occur, please list/discuss.
5.4
(M, E) Tutorial Library Expectations and Requirements – Here indicated, for each of
the following, the proposal should address methodologies to be used, pertinent time
lines, personnel and other pertinent information in order to implement the Scope of Work
successfully to achieve full compliance with all tasks and deliverables. Offerors must
identify any information or resources needed from the University in order to perform any
of the work.
Upon full implementation and acceptance, the he University intends to measure how well
the system meets the following expectations by surveys to students and staff. A
system not meeting the minimum requirements may be deemed
5.4.1
Supported Systems - The consumption of the selected Online Tutorial library
platform must be possible using all modern web browsers, available for both
Windows and Mac, Mobile Device friendly, and compatible with the Learning
Management system on campus.
5.4.1.1 Web Browsers - The selected Online Tutorial library platform must be
accessible on current versions of Google Chrome, Firefox and Safari.
Describe any known browser issues with the tutorial content.
5.4.1.2 Operating Systems – Administration of the system must be available via
desktop computers (current versions of Windows and Mac); consumption
of the tutorial content must be available to desktop and mobile device
users (current versions of iOS and Android). Consumption via a native
mobile app is preferred. Describe how your platform works with mobile
devices. Detail the mobile devices with which your platform will work.
Call out any devices of which you are aware, with which your software will
not work.
5.4.1.3 Learning Management System - The selected Online Tutorial platform
must be accessible through the learning management system at Boise
State University, currently Blackboard Learn.
Describe how your
proposed platform works, and what the integration looks like.
5.4.1.3.1-The University would prefer (but does not require) that the
proposed solution offer the option for an instructor to assign points
to students for viewed tutorials and award students credit within
Blackboard Learn for completing a tutorial or series of tutorials.
Describe the functionality that your system offers in regards to
these desired features.
5.4.2
Tutorial Parsing - Faculty must be able to include selections of any tutorial
within Blackboard.
Content should be able to be narrowed by headings,
sections or some other method. Content should include a wide number of
sections within each training module. Sections should be appropriately aligned
with content; each individual section clip is preferred to be 10 minutes or less.
Describe how your solution is parsed into sections/selections, how those sections
21
are narrowed by heading/section, or other method. Detail the number of sections
within each training module, how that section is determined and the duration of
each section clip. If the clips can be customized in content or length, include
information on that aspect, as well.
5.4.3
Usage Reports - The selected Online Tutorial library platform must provide user
activity reports for the use of Boise State University. Boise State OIT and
Academic Technology staff will need access to system generated reports. These
reports will be used to determine who is using which tutorial, for what purpose,
frequency and duration. These reports may be used to indicate if/who needs
help with the system. These reports may be used by instructors to see which
students have accessed the tutorials. If your company is asked to provide a
demonstration, you may be asked to provide more detailed examples of report
usages by clients.
5.4.3.1 Describe the reporting functions that are offered by your software and
how those reports would show:
-Who (instructor, student, etc.) has accessed the tutorial software,
including time/date, frequency and duration.
-Which tutorial(s) were accessed, including frequency and duration.
-Which instructors are using the software in class
-Which instructors are embedding tutorials on the Blackboard site.
5.4.3.2 Provide a list of the names of standard, non-customized reports that
come with your software. If there is not a standardized list, describe how
it is determined which reports are required and what they will include.
Discuss the possibility of customizing reports and how that is
accomplished.
5.4.3.3 Describe who has access to these reports, how that is determined, and
how that access is set up or changed.
5.4.3.4 Provide examples of reports that are popular with other clients.
5.4.4
Off Campus Use - The selected Online Tutorial library platform must provide 24
hour access with the use of Boise State “Broncoweb” credentials. Describe your
proposed solution’s off campus usage, and how it is accessed
5.4.5
Software updates/new version tutorial release timelines - It is expected that
when a new version of an existing software application is released, the selected
online tutorial platform will provide updated content within one to two months of
its release. When a new software application outside of the current offering is
released, the selected platform is expected to provide resources for relevant
academic software within three to four months of the product release.
5.4.5.1 Describe how your company notifies users when a software update, new
version, or new product is released.
5.4.5.2 Describe your standard timeframe to release a new tutorial.
5.4.5.3 Discuss the time between new version release of software title and when
22
the University could expect to see the new tutorial based upon that
version.
5.4.5.4 Discuss the time frame for tutorial releases for all types of content. If
there is a difference in update timing for different types of software, what
accounts for discrepancy for update timing?
5.4.6
Search Functionality - It is expected the Online Tutorial Library will have
intuitive search functionality. If your company is asked to provide a
demonstration, you may be asked to provide samples of search functionality.
5.4.6.1 Describe the search functionality of your proposed solution.
5.4.6.2 Describe the search criteria and how fields are searched.
5.4.6.3 Discuss the availability of this tool both inside and outside of an academic
class and how this tool will be accessed.
5.4.7
Tutorial Format - Boise State University prefers the tutorials to be delivered in
an adaptive streaming video format.
5.4.7.1 Describe the format of the tutorials offered by your proposed solution. If
there are multiple formats available, please list and describe. If different
formats are available for different types of software, please list and
describe. If there are any differences in the parsing of the different
tutorial formats, please describe.
5.4.7.2 Describe the availability and format of tutorial related materials (exercise
files, etc.).
5.4.8
End User (Student) Support - The University would like to understand how
system support works from a student standpoint. Please describe the support
students, as end users, will have for your product. What does a student do if
they have a question or encounter problems while working in the tutorial library?
Who do they call? What sort of turnaround time can they expect for their
questions? How does this support work with the University help desk support?
5.4.9
End User (Faculty) Support - The University would like to understand how
system support works from a faculty standpoint. Please describe the support
faculty, as end users, will have for your product. What does faculty do if they
have a question or encounter problems while working in the tutorial library? Who
do they call? What sort of turnaround time can they expect for their questions?
How does this support work with the University help desk support?
5.4.10 System Support and Availability – Administrative staff should receive a quick
response from the tutorial provider. Additionally, the University desires an online
tutorial system with high availability. If there is scheduled down time, ideally it
would be planned around lower use periods (as an example, semester breaks)
for Boise State users.
5.4.10.1 Describe the support and types or levels of support that are offered with
23
your online tutorial system. If there are choices between support
options/levels, or different price points for different levels of support,
describe each of those, including typical response times with each.
5.4.10.2 Describe the level of support included in your proposal. Detail your
customer service and response time for customer complaints. Describe
how a customer would voice a complaint, and expected complaint
turnaround/resolution time.
5.4.10.3 Describe your system’s availability for the past two years. Discuss
scheduled downtime, the frequency of scheduled downtime, and how that
is planned and communicated to clients. Discuss the frequency of
unscheduled downtime, its effect on clients, and its frequency over the
past two years.
5.4.11 Minimum Tutorial Offerings – The University expects that the selected vendor
will have, at a minimum, tutorials for presentation, spreadsheet, word processing
and multimedia Software.
Applications and Software for which tutorials are sought include:
Presentation software
Required: PowerPoint for Windows 2013
Desired: PowerPoint for Mac 2011, Keynote, Prezi, SlideRocket, SlideShare, Google DocsPresentations
Spreadsheet software
Required: Excel for Windows 2013
Desired: Excel for Mac 2011, Numbers, Google Docs-Spreadsheets and Forms
Word Processing software
Required: Word for Windows 2013
Desired: Word for Mac 2011, Pages, Google Docs-Word Processing
Multimedia software
Required: YouTube
Desired: iMovie for iPad, iLife apps, Adobe Creative Suite
Additional Desired Applications: iBooks Author, Dropbox, Evernote, WordPress, Weebly,
Google Earth, Outlook/Apple Mail, Social Networking Tools such as Facebook, Twitter, Reddit,
Flickr, iTunes, RSS Readers, mobile applications, tutorials for learning iPad and standard iPad
functions.
5.4.11.1 Confirm your ability to provide tutorials for the required software.
Discuss your ability to provide tutorials for the desired software or any
desired software for which tutorials are in the works. If there is additional
software for which your company can provide tutorials, include a list of
that software here.
24
5.4.12 It is desired that the end user be able to customize and tailor their experience
and view within the tutorial library. As an example, it is preferred that an end user
could “book mark” or mark a “favorite” tutorial content/area.
5.4.12.1 Describe the functionality that allows a user to manage their view of the
tutorial library.
5.4.12.2 Describe the feature set available to allow end users to manage their
own content.
5.5.
(M, E) End of Strategic Life/Termination of Contract Processes – Offeror must
describe how they will:
5.5.1
Provide the ability for Boise State to electronically retrieve user generated data
and documents from Vendor’s system upon termination of this contract, as this
data is owned by Boise State University
5.6.
(M, E) Section 508 Amendment to the Rehabilitation Act of 1973 – Vendor must be in
complete compliance with Section 508 Amendment to the Rehabilitation Act of 1973.
Complete and return the Voluntary Product Accessibility Template (VPAT) located at
http://www.state.gov/m/irm/impact/126343.htm
5.7.
(M) Access in other languages – Merely for informational purposes, Boise State
University is interested in understanding the languages in which that your tutorial is
available. Please provide a list of any and all languages in which your tutorial library is
available.
6. 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.
6.1.
The University is interested in an initial year trial period of the product, and would then
propose annual renewals upon mutual consent under existing terms and conditions.
Annual price increases for Maintenance and Support would be limited to 4% of
Consumer Pricing Index and must be communicated to the University with at least 90
days’ notice. At the time of renewal, if any, the contract costs may be renegotiated
within the terms as specified in the original solicitation.
6.2. (ME) The offeror must use the format established in Attachment 4 – Cost Proposal as your
response to the cost proposal of this RFP, and identify it as Attachment 4 - Cost Proposal.
This format is required for purposes of evaluating the proposal and awarding a contract.
6.3. The offeror must provide a fixed, fully-burdened rate which must include, but is not
limited to, all direct and indirect operating and personnel expenses, such as: overhead,
salaries, profit, supplies, travel, quality improvement, lodging, meals, out of pocket
expenses and/or any other expenses related to this project.
VENDORS ARE NOT ALLOWED TO DIRECT BILL EXPENSES OR TO RECEIVE ADVANCE
PAYMENTS FOR SERVICES NOT RENDERED.
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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. All proposals will be evaluated first to ensure that they meet the Mandatory Submission
Requirements of the RFP as addressed in Section 4. Proposals not meeting the
Mandatory Submission Requirements may be found non-responsive.
7.3. The Business and Scope of Work proposal will be evaluated first as either “pass” or “fail,”
based on the compliance with those requirements listed in the RFP with an (M). All
proposals that meet the requirements will continue in the evaluation process outlined in
the solicitation.
7.4. The top several offerors who have the highest raw scores for the evaluation of the
Business and Scope of Work proposal will be contacted by the University and expected to
give an overview/demonstration of their proposal and respond to questions, which may
include hypothetical scenarios and quality assurance issues. Demonstrations via webinar
or other online medium will be set up by the offeror and provided at no cost to the
University. Offerors who do not make the demonstration portion of the evaluation will not
be further evaluated. The demonstration will be scored and those points added to the
Scope of Work section points for the offerors from whom a demonstration was requested.
Responses become an official part of the proposal and will be evaluated. Demonstrations
will be conducted before the Notice of Intent to Award is issued.
7.5. The Cost Proposal will be opened and evaluated for either all offerors or approximately the
five (5) highest scoring offerors, whichever is the least in number.
7.10. For those proposals making it to the cost evaluation, the points for the Scope of Work and
Demonstration will be summed with the cost points and the proposals will be ranked by
final total score.
7.6. The proposals will be reviewed and evaluated by Individual Scoring – Each member of the
Proposal Evaluation Committee must confidentially and independently evaluate the
proposals submitted. The criteria described herein must be used by each Committee
member 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. The
Committee must then meet as a group. Individual scores may be re-evaluated and may or
may not be changed by each member at that time. A final independent score must be
recorded for each committee member.
7.7
The Committee may consult with subject matter experts to review and advise on any
portion of the proposals.
7.8. The University reserves the right to seek and consider information from sources other than
those provided by the offeror who may have pertinent information concerning the offeror’s
ability to perform these services. The University may use this information to determine
whether the offeror is a responsible offeror.
26
7.9
Offerors will be notified of the result of the procurement process in writing. Written
notification will be sent to the authorized signer listed on the University’s Signature Page.
7.11. The scores for the cost proposal section will be figured as follows: The cost evaluation will
be based on the total cost proposed for required services as itemized in Attachment 4Cost Proposal. 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.
7.12 Evaluation Criteria:
EVALUATION CRITERIA
Mandatory Items
References (Section 4.8, Attachment 3)
References scoring less than 70% may not
progress to next level.
Scope of Work (Section 5)
Experience (Section 4.9)
Organization & Staffing (Section 4.10)
Demonstration-Electronic, for top scoring
offerors, only. (Section 7.4)
Cost Proposal (Attachment 4)
Total Points
Pass/Fail
50 points
275 points
100 points
50 points
125 points
400 points
1000 Points
8. SOFTWARE TERMS
8.1
Proposed Software: The System and all software and/or firmware of the System proposed
by the Bidder, must be operational in a verifiable production environment. Operational in a
verifiable production environment shall mean: the version of the software proposed by the
Bidder is being used; the software is used by an organization other than the Bidder in the
normal course of such organization’s business; the software is not used in a testing or
otherwise reduced capacity; and, all the mandatory software operational functionality
specified in the Solicitation is in use by such organization. Additionally, all software
proposed must be operational in a verifiable production environment for no less than 120
working days (not calendar days unless the software runs 24/7) prior to the release date of
the Solicitation, unless specified otherwise. PROPOSED SOFTWARE VERSION
NUMBERS MUST BE LISTED IN BIDDER’S PROPOSAL.
8.2
System Warranty: Notwithstanding any other term in the State of Idaho Standard Contract
Terms and Conditions, State of Idaho Solicitation Instructions To Vendors, State of Idaho
Special Terms and Conditions for Customized Software and Related Services, or the
Bidder’s Proposal, the following warranties shall apply to the Agreement. Bidder
represents and warrants that:
27
8.2.1
The Software, in whole and in part, shall operate in the offeror’s or offeror’s
established service environment in accordance with the specifications of this
solicitation and the Acceptance Test Script and Acceptance criteria established
by the University, and shall be free from defects for a minimum period of 365
days from the date of Acceptance of the Property by the University.
8.2.2
The software in whole and in part, is not incompatible with the University’s
existing software and hardware environment. Incompatibility shall 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 Vendor or the
University arising from the software.
8.2.3
Offeror has the full power and authority to grant the University any license offered
in the Proposal.
8.2.4
Offeror 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 Software and the Hardware or any services failing to comply with
the warranties granted in this section during the warranty period offered by
Offeror. If Offeror fails to repair or replace such portion of the Software and the
Hardware or any services within the required time, the University may, in its sole
discretion, act to repair or replace all or a portion of the Software and the
Hardware or re-perform the services and the Offeror shall reimburse the
University for all costs incurred by the University to repair or replace the Software
and the Hardware or to re-perform the service.
8.2.5
The software complies with all federal, state, county and local regulations,
statutes and codes.
8.2.6
The software shall contain no viruses, subversive code, bombs or disabling
devices.
8.2.7
The software and required services are fit for the particular purpose of providing
the requirements specified by the solicitation, resulting Agreement, and all the
amendments as agreed to and accepted by the University and the Vendor.
Furthermore, the Vendor warrants that the contracted solution is merchantable.
28
9. SUBMISSIONS CHECKLIST
Mail your hard copy response to the address, and to be received by RFQ the closing time and
date, as specified in Section 1.
This checklist is not intended as a complete list of requirements to respond to this bid, 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 quote.









Signature page (Section 3.5, Attachment 1)
Cover Letter (Section 4.3)
Amendment Confirmation (Section 4.4)
Trade Secrets (Section 4.5)
References (Section 4.8, Attachment 3)
User Names and Passwords (Section 5.1.2)
Hosted Services (Section 5.1.3)
Same Signon (Section 5.1.4.4)
Cost Proposal (Section 3.6, 6, Attachment 4)
29
Appendix A
Scope of Work
(The Offeror’s proposal will be included in the contract here as Appendix A, Scope of
Work)
30
ATTACHMENT 1
SIGNATURE PAGE
THIS SHEET MUST BE FILLED OUT, SIGNED AND RETURNED WITH PROPOSAL.
THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED
PROPERTY AND/OR SERVICES, IF THIS QUOTE IS ACCEPTED WITHIN A REASONABLE TIME
FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR QUOTE AND UNDER ALL THE TERMS
AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE
STATE UNIVERSITY’S SOLICITATION.
SUBMISSION OF A QUOTE TO BOISE STATE UNIVERSITY CONSTITUTES AND SHALL BE
DEEMED AN OFFER TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY
AND/OR SERVICES AT THE PRICE SHOWN IN THE QUOTE AND UNDER THE STATE OF IDAHO’S
TERMS AND CONDITIONS.
AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS QUOTE FOR THE
VENDOR AND THE QUOTE IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR
CORPORATION MAKING A QUOTE FOR THE SAME GOODS AND/OR SERVICES AND IS IN ALL
RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD.
NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR A VENDOR’S FAILURE
TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE VENDOR’S
RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CONSIDER
THE TERMS AND CONDITIONS IN THE VENDOR’S RESPONSE TO THE SOLICITATION.
Respond by fax or email to: Shannan Thomas @ (208) 426-1152
shannanthomas@boisestate.edu
Please complete the following information:
VENDOR (Company Name)_______________________________________________________
ADDRESS____________________________________________________________________
CITY _________________________ STATE _______________ ZIP CODE _______________
TOLL-FREE #___________________________ PHONE #_____________________________
FAX #_________________________________ EMAIL________________________________
FEDERAL TAX ID / SSN #______________________________________________________
SIGNATURE PAGE MUST BE SIGNED & RETURNED FOR QUOTE TO BE CONSIDERED.
_________________________________________
Signature
________________________________
Date
_________________________________________
Please type or print name
________________________________
Title
31
32
ATTACHMENT 2
OFFEROR QUESTIONS
PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME 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. THIS FORM, AND THIS FORM ONLY IS TO BE USED.
2. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the
color of the font.
3. Questions must be received on time or will be rejected and not considered.
4. 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
regards to an attachment, enter the attachment identifier (example “Attachment 1”) in the
“RFP Section” (column 2), and the attachment page number in the “RFP page” field
(column 3).
5. Do not enter text in column 5 (Answers). This is for the University’s use only.
6. 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.”
33
Online-Mobile Software Tutorial Library, RFP# ST13-129
Questions are due by the time and date listed in Section 1, Administrative Information.
Question
RFP Section
RFP
Page
Question
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
34
Response
ATTACHMENT 3
REFERENCES
INSTRUCTIONS TO THE OFFEROR:
Offerors must provide three (3) written professional references from individuals, companies, or
agencies with knowledge of the offeror’s experience that is similar in nature to the products or
services being requested by this RFP, and are in within the last two (2) from the date this RFP
was posted on the University website.
References not received prior to RFP closing date and time will receive a score of “0” for that
reference. References outside the two (2) years, and references determined to be not of a
similar nature to the products or services requested by this RFP will also receive no (zero)
points. Determination of similarity will be made by using the information provided by the
reference in Section 4.8, References, and any additional information provided by the
reference.
If more than three (3) references are received, the first three (3) fully completed references
received will be used for evaluation purposes.
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.
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 e-mail the RFP Lead twenty-four (24) hours prior to the RFP
closing date to verify receipt of references.
35
REFERENCE’S RESPONSE TO:
RFP ST13-129
Online-Mobile Software Tutorial Library
REFERENCE NAME (Company/Organization):
________________________________________
OFFEROR (Vendor) NAME (Company/Organization):
_________________________________ has submitted a proposal to Boise State University to
provide the following services: Online Mobile Software Tutorial Library. 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 is for information only and will
not be scored.)
3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document.
(Reference documents must include an actual signature.)
4. E-mail THIS PAGE and your completed reference document, SECTIONS I through III to:
RFP Lead: Shannan Thomas
E-mail:
shannanthomas@boisestate.edu
5. This completed document MUST be received by October 3, 2013 by 11:59 p.m. (local Boise
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 for further
clarification if necessary.
36
Section I. RATING
Using the Rating Scale provided below, rate the following nine (9) 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 nine items:
1. Rate the overall quality of the vendor’s services:
10
9
8
7
6
5
4
3
2
1
0
5
4
3
2
1
0
2. Rate the response time of this vendor:
10
9
8
7
6
3. Rate how well the agreed upon, planned schedule was consistently met and deliverables
provided on time. (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 customer service and timeliness in responding to customer service inquiries,
issues and resolutions:
10
9
8
7
6
5
4
3
2
1
0
5. Rate the knowledge of the vendor’s assigned staff and their ability to accomplish duties as
contracted:
10
9
8
7
6
5
4
3
2
1
0
6. Rate the accuracy and timeliness of the vendor’s billing and/or invoices:
10
9
8
7
6
5
4
3
2
1
0
7. Rate the vendor’s ability to quickly and thoroughly resolve a problem related to the services
provided:
37
10
9
8
7
6
5
4
3
2
1
0
2
1
0
8. Rate the vendor’s flexibility in meeting business requirements:
10
9
8
7
6
5
4
3
9. 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
Section II. GENERAL INFORMATION
1. Please include a brief description of the Online Mobile Software Tutorail Library services
provided by this vendor for your business:
2. During what time period did the vendor provide these services for your business?
Month:_________ Year:_________
to
Month:_________ Year:_________
3. Please describe how the product provided by this vendor has been received (positively or
negatively) by your campus community, including students and faculty.
Section III. ACKNOWLEDGEMENT
I affirm to the best of my knowledge that the information I have provided is true, correct, and factual:
____________________________________
Signature of Reference
________________________________
Date
____________________________________
Print Name
________________________________
Title
____________________________________
38
Phone Number
ATTACHMENT 4
Cost Proposal (M/E)
Part 1. Cost Proposal:
The University intends to pay per the following schedule:
10% of total cost paid upon mutual agreement of the project schedule.
60% of total cost paid upon installation and initial access to the software
30% remaining cost paid upon University acceptance as detailed in Section 5.2.
Training will be completed per the project schedule, and paid net 30 upon completion of
instruction.
All costs are to be firm/fixed, fully burdened, including all travel and lodging costs for installation
and training.
At the end of the initial year, and upon mutual agreement, the University may renew the contract
on an annual basis. Annual maintenance/renewal costs, if mutually agreed upon, are to be
billed annually in advance based upon the acceptance date. The annual renewal pricing must
not exceed 4% over the previous year’s renewal term. At the time of extension, if any, the
contract costs may be renegotiated within the terms as specified in the original solicitation.
Payment terms shall be NET 30. All invoicing is to be directed to the University Purchasing
Department, Attn: Shannan Thomas, or other as designated by Boise State University.
Online-Mobile Software Tutorial Library
Description (Specify what is included in cost and break
out costs for each item or service):
EXAMPLE
Year 1
CAMPUS License-Software version 1.0 (Includes Modules A
(Module A Title), B (Module B Title) & C (Module C Title))
$XXXX
Installation Services/Initial Set up fee $XXXX
Maintenance & Support Costs-year 1 only $XXXX
Project Management, Data Conversion, etc. required for software
use. $XXX
Year 1 fixed costs:
(Excluding training,
break out costs for
each item includedsee example above.)
Training costs
Webinar or other
electronic means for
15-20 people
Total Initial Costs
Total Initial Cost, Year 1
39
Cost:
$XXXX
ATTACHMENT 4
Cost Proposal (M/E) (Continued)
Optional Costs
OPTIONAL COSTS: Please include optional costs for the below referenced items for the
Online-Mobile Software Tutorial Library, and any other items that you think the University may
be interested in related to this solicitation. These costs will not be evaluated, but are for
budgetary purposes and may be exercised by the University within the timeframes listed. These
costs must remain valid for 12 months from date of PO.
Description (Specify what is included
in cost and break out costs for each
item or service):
Cost:
Licensing Model (other than campuswide license, if it seems a better fit for
Boise State University. Describe why
this is a better fit)
Costs for Face to Face, on-site
training for initial implementation.
Costs for additional webinar training
Detail how charges are figured: per
person, per hour, etc.
Costs for additional face to face
training. Detail how charges are
figured: per person, per hour, etc.
Software Upgrades that are known or
anticipated
Optional Hourly Rates (for custom
software development, future
training, on-site needs, etc.)
Other Optional Costs (Please provide
a detailed explanation. Add more
cells as necessary by tabbing in last
cell.)
Part 2. Billing Procedure:
The invoice must include, but not be limited to:
1. All Vendor services delivered during the billing period, identified by each item as reflected in the cost
matrix and the total for each.
2. Total amount billed for the billing period.
3. Contract/PO number.
Invoices and reports are to be submitted to:
Boise State University
Attn: Shannan Thomas MS 1210
1910 University Drive
40
Boise, ID 83725-1210
ATTACHMENT 5
Definitions
The following definitions are meant to supplement the definitions found in the State of
Idaho Standard Contract Terms and Conditions, State of Idaho Solicitation Instructions
To Vendors, and State of Idaho Special Terms and Conditions For Customized Software
And Related Services. Where used within this Request for Proposal, they shall have the
following definitions.
24 x 7 x 52 - Stands for “twenty-four hours a day, seven days a week, and fifty-two weeks per
year.” This term may be used to describe access, services or support that is expected to be
available at all times during a year.
Acceptance – Unless otherwise specified within this document, when the Property (defined per
the State of Idaho Standard Contract Terms and Conditions) does not include installation,
acceptance shall occur ninety (90) work days after delivery. When the Property includes
installation, acceptance shall occur ninety (90) work days after the completion of installation
unless otherwise specified in this document. Acceptance shall not occur if the University
notifies the Contractor in writing within the applicable ninety (90) work day period that the
property does not satisfy the terms of the Agreement or otherwise fails to pass test procedures
or programs established under the Agreement.
Acceptance Tests – The tests that are conducted using the Acceptance Test Script, as
applicable, to determine there are no Failures for 90 (unless otherwise specified) consecutive
work days, that must be satisfied before Acceptance can occur, and that are incorporated herein
by this reference.
Acceptance Test Script – The script or process that is produced by the University (or produced
by the Contractor and approved by the University), that describes how the Acceptance Tests will
be performed, and that is incorporated herein by this reference.
Agreement – Reference State Of Idaho Standard Contract Terms and Conditions.
Bidder – Reference State of Idaho Solicitation Instructions to Vendors.
‘proposer.’
Interchangeable with
Bidder/Consultant/Proposer – Any individual, partnership, or corporation submitting a
proposal/offer in response to this Solicitation.
Confidential Information - Reference State Of Idaho Standard Contract Terms and Conditions.
Contract –Where used shall have the same meaning as the term “Agreement”.
Contractor – Reference State Of Idaho Standard Contract Terms and Conditions.
Evaluated – Bidder shall assume that all specifications contained within this solicitation, and the
Bidder responses to those specifications, will be evaluated and scored. If a specification
contains the word “Evaluated”, that specification may be scored at a higher value than other
specifications.
41
Failure – A failure by the Software or Property, in whole or in part, to conform to the
Specifications and other criteria established by the Agreement.
Fully Burdened Cost or Rate– The term “fully burdened” shall mean a fixed cost that shall
include all direct and indirect costs including travel, lodging and out-of-pocket costs.
Hardware – Property required for the execution of Software instructions.
Implementation Plan (or Project Schedule, or Project Plan, or Work Plan) – The plan which will
be agreed to by the parties, which describes the schedule for this project and responsibilities for
certain tasks to be performed in connection with this Agreement, and which will be incorporated
herein upon its completion.
Installation Date – The date on which installation of the Software and/or Hardware or Property
is completed and the Software and/or Hardware or Property is certified by the Contractor as
ready for testing.
Installation Site – The address where the Software and/or Hardware or Property is to be
installed, as designated by the University.
In Writing or Written Notice – Any letter or memo sent via fax, U.S. Postal Service, United
Parcel Service, FedEx, or via e-mail.
Mandatory - Where a specification states that compliance is mandatory, noncompliance
will result in immediate disqualification and no further evaluation of the proposal will
occur. The University reserves the right to determine what is a mandatory specification or
requirement. The University reserves the right to determine whether the proposal meets the
specifications stated within this solicitation.
Mandatory/Evaluated – Where the words “Mandatory/Evaluated” occur regarding a
specification within this solicitation, the Bidder shall provide the functionality being requested.
To not do so shall render the proposal “non-responsive”, and no further consideration will be
given to the proposal. “Evaluated” means that the University will evaluate the mandatory
functionality required. Proposals offering the “best fit” within the University’s required IT
environment, will receive higher scoring for the mandatory requirement.
Major Deliverable – An activity within the Project Schedule that has been agreed upon by the
University and Contractor as being of significant importance to the well-being and success of
the implementation, and identified within the Project Schedule, as a candidate for Acceptance
Testing, and Acceptance.
Normal Operation Hours – Unless otherwise stated, the normal operating hours of the
University are to be considered to be 8:00 a.m. until 5:00 p.m. Mountain time, Monday through
Friday, with the exception of University holidays.
Offeror – Reference State of Idaho Solicitation Instructions to Vendors.
Production Environment – At a minimum, a production environment shall be considered to be
a software and/or hardware environment where live data from a customer of the Contractor or
Bidder is processed real time within the software and/or hardware environment as a business
42
function of the customer.
Property - Reference State Of Idaho Standard Contract Terms and Conditions.
Proposal - Reference State of Idaho Solicitation Instructions to Vendors.
Public Records - Reference State Of Idaho Standard Contract Terms and Conditions.
Purchase Order - Reference State of Idaho Solicitation Instructions to Vendors.
Response Time – The time within which the software responds to University actions as part of
the Acceptance Tests and during the Warranty Period. Following are definitions for specific
Response Time measurements which apply to the Software:
Ad Hoc Reporting - The time required for the printing of an ad hoc report by the Software,
beginning after initiation of the request from the University to the Software for the printing of
a report from the Software until the report is printed;
New Screen Page Time – The time elapsed from the time a new screen is requested by
pressing an enter key or similar action until such time that the last character is displayed on
screen and the Software is available for use by the University at that equipment;
Print Initiation Time – Except for Ad Hoc Reporting Time printing time, the elapsed time
from the command to print a screen or report until it starts printing the first character of the
first page of the document;
Processing Time – The time elapsed from the time all data are entered by pressing an
enter key or similar action, the computed data are displayed on the Equipment screen, and
the Software is available for use by the University at the equipment;
Record Retrieval Time – The time elapsed after the retrieve command is given until the last
character is displayed on the screen and the Software is available for use by the University
at that equipment;
Record Search Time – The time elapsed after the search command is given (after entering
the data keys for the search) until the last character is displayed on screen and the Software
is available for use by the University at that equipment;
Screen Edit Time – The time elapsed after the last field is filled on the screen with an enter
command until all field entries are edited and the Software is available for used by the
University at that equipment.
Responsible Bidder Reference State of Idaho Solicitation Instructions To Vendors
Clause 7, “Determination of Responsibility”.
Responsive Bidder - A Bidder that has submitted a timely proposal or offer that conforms in all
material respects with the submission and format requirements of the solicitation, and has not
qualified or conditioned their proposal or offer.
Request for Proposal (RFP)- Reference State of Idaho Solicitation Instructions to Vendors.
43
Schedule – The schedule of tasks to be performed by the parties, as described in the
Implementation Plan.
Service Installation Date – The date on which the Software and/or Hardware or Property has
passed all testing and is accepted by the University and placed into production.
Software – The source code version of the computer software licensed or owned as created by
Contractor for the University, and specified in the Solicitation. Enhancements will be considered
as Software when provided to University under the Maintenance Agreement.
Solicitation - Reference State of Idaho Solicitation Instructions to Vendors.
Specifications – Shall include the following:
University Specifications – Those specifications of the property being procured as defined
in the Solicitation and all amendments to the Solicitation and Agreement.
Contractor Specifications – Contractor’s published and periodically updated specifications
for the Software, the Documentation, the Response Times, and any additional requirements
as called for by the Solicitation or Agreement.
Time – All references to time refer to local Mountain time in Boise, Idaho.
Users - Mandatory or Voluntary User(s), as defined herein, or both, as the case may be.
Vendor - Reference State of Idaho Solicitation Instructions to Vendors.
Warranty Period – Unless otherwise stated by the University Specifications, a one year period
for the Software beginning after Acceptance.
Working\Business Calendar Day - Monday through Friday, except for legal Holidays observed
by the State of Idaho.
44