Amendment 3 RFP ST14-128 Revised
BOISE STATE UNIVERSITY
REQUEST FOR PROPOSAL
RFP #ST14-128
Emergency Notification and Campus Safety System
Issue Date 09/18/2014
Amended 10/10/14
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TABLE OF CONTENTS
Page
1. ADMINISTRATIVE AND BACKGROUND INFORMATION.................................................................... 3
2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS ........................................................................ 6
3. TERMS OF PROCUREMENT PROCESS............................................................................................... 9
4. PROPOSAL FORMAT ........................................................................................................................... 12
5. SCOPE OF WORK ................................................................................................................................ 16
6. COST PROPOSAL ................................................................................................................................ 26
7. PROPOSAL REVIEW AND EVALUATION .......................................................................................... 27
8. SPECIAL TERMS AND CONDITIONS ................................................................................................. 29
APPENDIX A--SCOPE OF WORK ............................................................................................................. 36
ATTACHMENT 1--SIGNATURE PAGE ..................................................................................................... 36
ATTACHMENT 2--OFFEROR QUESTIONS .............................................................................................. 37
ATTACHMENT 3 REFERENCES .............................................................................................................. 39
ATTACHMENT 4 COST PROPOSAL ........................................................................................................ 43
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1.
ADMINISTRATIVE AND BACKGROUND INFORMATION
1.1 RFP Administrative Information
RFP Title:
Emergency Notification & Campus Safety
System
RFP Project Description:
The purpose of this Request for Proposal
(RFP) is to establish a Contract for a campuswide Emergency Notification System and
campus safety solution for Boise State
University.
Shannan Thomas
Senior Buyer
1910 University, MS-1210
Boise, ID 83725-1210
shannanthomas@boisestate.edu
Phone: (208) 426-1549
10/3/14 Mountain Time (Details will be
provided upon RSVP)
RFP Lead:
Optional Pre-Proposal Conference:
Location:
Deadline To Receive Questions:
Teleconference (Details will be provided upon
RSVP)
10/7/2014, 11:59:59 Mountain Time
Anticipated Release of Answers to Questions:
10/10/2014
RFP Closing Date:
10/24/2014
RFP Opening Date:
10:30 a.m. Mountain Time the following work
day after closing in Purchasing Dept.
If required, Tentatively, Week of 11/3/2014
Demos/Oral Presentations
Validity of Proposal
Initial Term of Contract and Renewals:
ST14-128
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 the Contract will be for
implementation, one (1) year of operation, and
two (2) full operation years after system
acceptance and Go Live. After the third year of
operations, and upon mutual consent, the parties
may extend the Contract under the same terms
and conditions, on an annual basis. At the time
of extension, the annual renewal pricing will not
exceed 4% over the previous year’s renewal
term without nullifying the renewal.
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1.2 Boise State University Overview:
Boise State University (“University”) is a public, co-educational institution located in Boise,
Idaho. Serving approximately 22,000 students and employing nearly 2690 faculty and staff, the
University offers undergraduate, graduate, and non-degree programs.
1.3 Emergency System History/Background:
Boise State has utilized SendWordNow as the Emergency Notification and Campus Safety
System for the past 6 years. Boise State University currently utilizes an opt-in system, where
users of the system choose to participate and sign up to receive alerts through PeopleSoft. This
has resulted in approximately 28% of the student population and about 50% of the faculty/staff
population utilizing the system through text and voice messaging through an opt-in system.
100% of faculty, staff and active students currently receive email alerts.
Historically, Boise State has had cause to utilize the Emergency Notification System for a
campus wide emergency notification approximately 1-2 times per semester. The University also
uses the system on a smaller scale to notify an emergency operations group (about 25
members) of smaller incidents on campus 100-150 times per year.
The University is currently assessing and discussing the choice for opt-in/opt-out. It is expected
that a decision will be made prior to award and implementation.
1.4 Purpose:
The Emergency Notification System and Campus Safety Solution will be used at Boise State
University to ensure that students, faculty, and staff are rapidly notified and enabled to respond
quickly and safely to any emergency incidents affecting the campus community in accordance
with the federal Clery Act and corresponding regulations [34 CFR 668.46(b)(13)]. The solution
should enable the University to comply with applicable laws and regulations including but not
limited to the Clery Act.
The Emergency Notification & Campus Safety System will be used to notify students, faculty,
and staff of the University, located in Boise, ID. There should be future potential for including
parents in notification, but it is not intended to include the general public. The system will also
provide a means for campus security, building coordinators, facilities, event staff, and
environmental health & safety personnel to quickly identify and respond to personal safety
incidents through the ability to personally message custom groups. This system will be a key
component of the University campus public safety and emergency communication strategy.
1.5 Expectations:
The University is seeking a vendor who can provide a hosted, commercial-off-the-shelf solution
(“COTS”) that can be easily deployed within the current environment with minimal to no
customizations.
The proposed system must provide the ability to broadcast SMS, email and voice messages to
all registered users on a 24/7 basis.
The system must support notification via SMS, email, and voice messages at a minimum. Also
desired is the ability to provide automatic notification through desktop notification, social media
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and additional systems.
Proposed solution should be capable of messaging the entire student, faculty and staff
population within 10 minutes via SMS.
The University prefers a vendor who is used to working in the university/higher education
environment.
Additionally, it is desired that more University students, faculty, and staff opt-in to the system.
Boise State University is interested in learning about industry best practices that
facilitate/encourage the use of the system.
The University expects to have the selected system implemented, installed, and fully functional
and operational by December 1, 2014.
It is expected that the selected vendor will make the transition from the existing system to
another system appear seamless to the University.
The solution should enable the University to meet certain obligations under the Clery Act, as
well as Title IX, VAWA Act, and Campus SaVE Act.
1.6 Network Environment:
Boise State’s network consists of 22,000 switched gigabit ports connected with a redundant 10
gigabit backbone and also supports 1,150 Wireless Access Points across campus. The network
supports all commercial Operating Systems. The University is a Google Applications site and
also maintains a Microsoft site license.
LDAP based centralized authentication is required for students and staff who access
applications using a number of different operating system and web browser configurations.
The University deploys and supports 2700 Cisco VOiP telephones, 800 analog telephones, and
5000 voice mailboxes campus wide.
The notification system will need to interface with PeopleSoft Campus Solutions 9.0. For system
integration, Boise State prefers to use SOAP web services over HTTPS, otherwise SFTP is
acceptable for file transfers. The University currently has a PeopleSoft modification allowing
optional enrollment for notification. This modification could be dropped if the solution provided
this functionality.
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2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
2.1
Pre-Proposal Conference and Questions and Answers
2.1.1 A non-mandatory pre-proposal conference will be held at the location and time as
indicated in Section 1.1 of this RFP. This will be your opportunity to ask questions of
the University staff. All interested parties are invited to participate, limited to two (2)
incoming phone lines from each prospective Offeror as the number of telephone
lines is limited. Those choosing to participate must pre-register via email with
the name and contact information of participants to the RFP Lead to receive
meeting details. This conference will be used to explain, clarify, or identify areas of
concern in the RFP. Those asking questions during the pre-proposal conference
will be asked to submit those questions to the University in writing by the designated
“Deadline to Receive Questions” period as indicated in Section 1.1 of this RFP. Any
oral answers given by the University during the pre-proposal conference are to be
considered unofficial. Conference attendance is at the Offeror’s own expense. For
simplicity’s sake, 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.
2.1.2 All questions must be submitted to the RFP Lead by the Deadline to Receive
Questions noted in Section 1.1. Questions must be submitted using Attachment 2
via email to the RFP Lead at the address listed in Section 1.1 for the RFP Lead.
Official answers to all questions will be posted on the University’s website as an
amendment as indicated in Section 1.1, of this RFP.
All questions, including questions regarding the State of Idaho Standard Contract
Terms
and
Conditions
found
at
http://adm.idaho.gov/purchasing/purchasingrules.html,
(specifically
http://purchasing.idaho.gov/pdf/terms/standard_terms_and_conditions.pdf ) and as
may be amended from time to time, and incorporated in this RFP by reference, must
be submitted by the deadline to receive questions as stated in Section 1.1. The
University will not negotiate these requirements after the date and time set for
receiving questions. Questions regarding these requirements must contain the
following:




The term or condition in question;
The rationale for the specific requirement being unacceptable to the Offeror
(define the deficiency);
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
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 may be found non-responsive, and no further consideration of the
proposal will be given.
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2.1.3
Proposal opening will be held at the location and time as indicated in Section 1.1
of this RFP. All Offerors, authorized representatives and the general public are
invited, at their own expense, to be present at the opening of the proposals.
During the proposal opening only the names of the Offerors will be provided.
2.2
Any qualified vendor may submit a proposal. All vendors are qualified unless disqualified.
Those Offerors 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
2.3
Proposals must demonstrate that Offerors have the ability to complete the described
functions of this RFP.
2.4
In order to be considered for award, the sealed proposal must be delivered to the place
specified in Section 1.1 of the RFP, no later than the date and time specified in Section 1.1
of the RFP.
No late proposals will be accepted. A proposal received at the office designated in this
RFP after the RFP closing date and time will not be accepted.
2.5
The proposal must be submitted with the University–supplied signature page which must
contain an original handwritten signature and be returned with the relevant RFP
documents.
2.5.1 The proposals must be addressed to the RFP Lead and clearly marked
“CONTRACT PROPOSAL – RFP ST14-128 Emergency Notification & Campus
Safety System”.
2.5.2 Each proposal must be submitted with one (1) original and six (6) copies of the
Business and Scope of Work Proposal and one (1) original and one (1) copy of the
Cost Proposal.
2.5.3 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.
2.5.4 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 the “Public Records” section of the State of Idaho’s
SOLICITATION
INSTRUCTIONS
TO
VENDORS
located
here:
http://purchasing.idaho.gov/pdf/terms/solicitation_instructions.pdf. 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.
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2.5.5 The proposal must be separated into two (2) distinct sections:
 Business and Scope of Work Proposal, and
 Cost Proposal.
2.5.6 The Business and Scope of Work Proposal must be sealed, identified “Business
and Scope of Work Portion of Proposal – RFP ST14-128 Emergency Notification &
Campus Safety System” and include a cover letter (see Section 4.3) and all other
documentation related to this response, except the Cost Proposal.
2.5.7 The Cost Proposal must be sealed and identified “Cost Portion of Proposal – RFP
ST14-128 Emergency Notification & Campus Safety System.” The only document
that should be included with this section is the cost sheet itself, Attachment 4.
2.6
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.
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3. TERMS OF PROCUREMENT PROCESS
3.1
From the date of release of this RFP until an Intent to Award Letter is issued, all contact
and requests for information shall be directed to the RFP Lead only. Regarding this RFP,
all contact with other personnel employed by or under Contract with the University is
restricted. During the same period, no prospective vendor shall approach personnel
employed by, or under Contract to the University, on any other related matters. An
exception to this restriction will be made for vendors who, in the normal course of work
under a current and valid Contract with the University, may need to discuss legitimate
business matters concerning their work with the contracting agency. Violation of these
conditions may be considered sufficient cause by the University to reject a vendor’s
proposal, irrespective of any other consideration.
3.2
All costs incurred in the preparation and submission of a proposal in response to this RFP,
including, but not limited to, Offeror’s travel expenses to attend the pre-proposal
conference, proposal opening and presentation or negotiation sessions, shall be the sole
responsibility of Offerors and will not be reimbursed by the University.
3.3
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 solely by the
University. The University reserves the right to waive any nonmaterial variation that does
not violate the overall purpose of the RFP, frustrate the competitive bidding process, or
afford any Offeror an advantage not otherwise available to all Offerors.
3.4
Proposals should be submitted on the most favorable terms from both a price and
technical standpoint which Offerors can propose. 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.
3.5
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.
3.6
All proposal material submitted becomes the property of the University and will not be
returned to Offeror. 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. Information specifically labeled as trade secret may be protected from disclosure,
but the University cannot guarantee its confidentiality.
3.7
The proposal submitted by the successful Offeror will be incorporated into and become
part of the resulting Contract. The University will have the right to use all concepts
contained in any proposal and this right will not affect the RFP or rejection of the proposal.
3.8
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
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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.
3.9
The RFP, all attachments, appendices, and amendments, the successful Offeror’s
proposal submitted in response to the RFP and any negotiated changes to the same will
become the Contract (hereinafter referred to as the “Contract”).
3.10 The Contract, in its incorporated composite form, represents the entire agreement
between the Contractor and University and supersedes all prior negotiations,
representations, understandings, or agreements, either written or oral.
3.11 Where terms and conditions, including Offeror agreements and assumptions specified in
the Offeror’s proposal or supplied at time of award, differ from the terms and conditions
contained within this RFP, the terms and conditions contained within this RFP will apply
and supersede all other Offeror-supplied terms.
3.12 Where terms and conditions specified in the Offeror’s proposal or supplied at award,
including Offeror agreements and assumptions, supplement the terms and conditions of
this RFP, the supplemental terms and conditions will apply only if specifically accepted by
the University in writing. Offerors are recommended to review the State’s Solicitation
Instructions to Vendors, clause 18 at the following website.
http://adm.idaho.gov/purchasing/stwidecntrcs.html
Specifically, http://purchasing.idaho.gov/pdf/terms/solicitation_instructions.pdf
3.13 The Contractor and proposed solution must comply with all federal, state and local laws
and regulations, statutes and codes. The solution must comply with the federal, state and
local laws and regulations governing the privacy and protection of educational records,
including but not limited to the Family Education Rights and Privacy Act (FERPA), and the
federal Clery Act [34 CFR 668.46(b)(13)] which addresses emergency incidents affecting
the campus community.
3.14 Contractor shall comply with appropriate data security of information, as applicable, as
defined by the
 Family Education Rights and Privacy Act (FERPA) and the
 Health Insurance Portability and Accountability Act (HIPAA).
3.15 Proposed Software: The proposed System and all software comprising the System must
be operational in a verifiable customer live production environment, providing service for
no less than ninety (90) production days (production days does not include training or
testing), prior to the release date of the RFP. Operational in a verifiable production
environment will mean:



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the version of the software proposed by the Offeror is being used;
the software is used by an organization other than the Offeror in the
normal course of such organization’s business;
the software is not used in a testing or otherwise reduced capacity; and,
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
all the mandatory software operational functionality specified in the RFP
is in use by such organization.
3.16 The University may verify that the proposed solution meets these requirements, and any
proposed solution found not to meet these requirements may result in the Offeror’s
proposal being found non-responsive and no further consideration given.
Specifically, the University reserves the right on a Pass/Fail basis, to confirm and verify
all software versioning, functionality, and requirements mandated in the RFP, and to do
so in an Offeror’s customer’s live production site of the University’s own choosing. If the
University verifies that the software version proposed is not the software version currently
in production, or fails to meet the required time in production, the Offeror’s proposal may
be found non-responsive and no further consideration given.
3.17 An appeal by a vendor of a specification, a non-responsiveness determination, or the
award is governed by the Boise State University Purchasing Appeals Process, and must
be filed in accordance with that process, which can be found on the Internet at
http://vpfa.boisestate.edu/purchasing/purchasing-procedures/
3.18 The Contract is not effective until Purchasing has issued a purchase order specifying a
commencement date (the “Effective Date”), and that date has arrived or passed. The
Contractor will not provide or render services to the University under this Contract until the
Effective Date. The University may determine, in its sole discretion, not to reimburse the
Contractor for products provided or services rendered prior to the Effective Date.
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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).
(Specifically,
http://purchasing.idaho.gov/pdf/terms/standard_terms_and_conditions.pdf )
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.
4.2
Evaluation Code - The codes and their meanings are as follows:
 (M) Mandatory Specification or Requirement - failure to comply with any mandatory
specification or requirement may at the sole discretion of the University render Offeror’s
proposal non-responsive and no further evaluation will occur. Offeror is required to
respond to each mandatory specification with a statement outlining its understanding
and how it will comply.
 (ME) Mandatory and Evaluated Specification - failure to comply may render Offeror’s
proposal non-responsive and no further evaluation will occur. Offeror is required to
respond to each mandatory and evaluated specification with a statement outlining its
understanding and how it will comply. Points will be awarded based on predetermined
criteria.
 (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, RFP 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
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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.
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4.4
4.3.2
A statement indicating the Offeror’s acceptance of and willingness to comply with
the requirements of the RFP and attachments, including but not limited to the State
of
Idaho
Standard
Contract
Terms
and
Conditions
(http://adm.idaho.gov/purchasing/purchasingrules.html)
(specifically
http://purchasing.idaho.gov/pdf/terms/standard_terms_and_conditions.pdf ) and
any other Terms and Conditions included in this RFP.
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.
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 Contractor or a company regularly employed by the
Contractor as its marketing agent, any fee, commission, percentage, brokerage
fee, gifts or any other consideration contingent upon or resulting from the award of
this Contract. The Offeror must affirm its understanding and agreement that for
breach or violation of this term, the University has the right to annul the Contract
without liability or, in its discretion, to deduct from the Contract price the amount of
any such fee, commission, percentage, brokerage fee, gifts or contingencies.
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 non-procurement programs.
4.3.8
A statement affirming the proposal will be firm and binding for one hundred twenty
(120) days from the proposal opening date.
4.3.9
A statement, by submitting its proposal, that the Offeror warrants that any Contract
resulting from this RFP 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.
(M) Amendment Confirmation: If the RFP is amended, the Offeror must acknowledge
each amendment with a signature on the acknowledgement form provided with each
amendment. Failure to return a signed copy of each amendment acknowledgement form
with the proposal may result in the proposal being found non-responsive.
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4.5
(M) Identify each page of the proposal that contains a “trade secret” per Section 3.6
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. The
exemption for “trade secrets” is limited and information will be exempt from disclosure only
to the extent the content meets the definition of trade secret in the Public Records Act.
Accordingly, the University cannot guarantee information marked as “trade secret” will be
exempt from disclosure.
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, 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.
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
(E) Business Information:
4.8.1
Experience: Offerors must describe in detail their knowledge and experience in
providing services similar to those required in this RFP, specifically in a University
or institute of higher education setting.
4.8.2
References: Offerors must provide three (3) written professional references from
universities (preferred) or companies using the version proposed in their response,
in full production mode, having used the system for no less than 90 production
days, with knowledge of the Offeror’s experience that is similar in nature to the
products or services being requested by this RFP, and that are within the last three
(3) years from the date of this RFP. The University will determine whether the
reference concerns products or services that are similar in nature to this RFP.
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4.8.2.1
Offerors must follow the instructions in Attachment 3 to obtain those
references.
4.8.2.2
For any reference not received by RFP closing date and time, or that is
outside of the parameters listed above, the Offeror will receive no (zero)
points for that particular reference. For any reference 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.
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4.8.2.3
4.9
The University will evaluate references that it discovers. The University
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.
University may contact any and all references directly, without the
assistance of the Offeror. University is under no obligation to share
results of its reference checks with the Offeror.
(M) 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:
4.9.1
Staffing Plan: Offerors should provide a detailed staffing plan with a chart showing
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.
4.9.2
Escalation Plan: Offeror must provide an Escalation Plan describing the response
time and escalation procedure. The Escalation Plan must provide the name(s)
title(s) of the personnel who will handle the escalation process for the resulting
Contract. Include the name, title/position, contact phone, fax and email and
expected response time requirements. Upon award, the University will require an
escalation plan including name, title/position, contact phone, fax and email.
4.10 (M) The proposal must be submitted with the University–supplied signature pages which
must contain an original handwritten signature and be returned with the relevant RFP
documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT
ACCEPTABLE. Failure to include a signed, complete, original University Signature Page
will result in a finding that the proposal is non-responsive, and no further consideration will
be given to the proposal.
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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.
5.1
Information Technology Requirements
5.1.1
(ME) Licenses: Identify required licenses, and which licenses are supplied by
Offeror. University will place greater preference on licensing systems that do not
require human intervention to maintain, or that require limited intervention.
Systems that require a one-to-one user to license mapping where licenses expire
on a periodic basis without an automated renewal process should be avoided.
If the licensing model proposed includes limitations on number of authorized
users, please detail that breakdown and associated costs. Additionally, include
costs for adding additional users in the future, should that need arise.
5.1.2
(M) Usernames and passwords
5.1.2.1 Confirm that Offeror does not have any user names or passwords
hardcoded into the application configuration
5.1.2.2 Confirm that Offeror 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 if the Offeror is providing a hosted solution, it
is hosted within the United States.
5.1.4
(ME) Authentication and Authorization: Offerors should show that they fully
integrate with Active Directory for Security, whether natively or through LDAP.
Full integration would be defined as follows:



Groups and nested groups are supported to validate user security within
the application, and the application performs lookups at authentication
time against the directory to validate their group memberships.
The application should not maintain an independent version of Active
Directory user and role/group data along the lines of a one-time
synchronization into the application, but should be capable of referencing
a group and providing proper access to members of that group.
If the application maintains an independent copy of Active Directory data,
then it needs to have the capability to update that copy any time there is a
change to the directory such that users, roles, and permissions can be
maintained in the directory and not in the application.
5.1.4.1 Same Sign-On: Boise State's LDAP directory is Novell eDirectory.
Confirm that for LDAP enabled applications, the vendor application will
maintain a separate database or use LDAP group membership for
authorization.
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5.1.4.2 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.
5.1.5
(ME) Data Availability: It is expected that the proposed system/solution will
collect transaction based information or data. Boise State has established a
common structure for data reporting and availability to other processes. To meet
the needs of this structure the following requirements need to be addressed by
the system/solution:




5.2
5.3
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The entire application data set should be accessible by the University.
The data set should be reasonably available for extract by the University
at the University’s discretion.
The proposed solution must provide access to data for integration or
extract through a secure, automated process.
The proposed solution should allow for data extracts to be scheduled and
managed by University at its discretion.
(ME) Messaging:
5.2.1
Proposed system must provide the ability to broadcast SMS, email and voice
messages to all registered users on a 24/7 basis. Describe how your system
accomplishes this.
5.2.2
The proposed system must publish alerts via RSS (ie. institutional web sites,
personal RSS readers, social networking or digital signage systems.) Please list
supported networks, and describe.
5.2.3
Detail the best and worst case delivery intervals for SMS, E-mail, and voice
message, including the impact of additional numbers of users (X1, X100, X1000,
X10,000) on delivery times and additional factors the University should consider
when predicting message delivery performance. Discuss any delivery rate or
capability limitations within the proposed system.
5.2.4
Proposed solution must be able to detect and re-call busy, no-answer, and
operator intercept telephone numbers upon request. Describe the system’s ability
to detect these numbers and the reporting capabilities in this area.
5.2.5
Describe if/how the volume of messages to be sent will affect delivery of
messages. Will messages sent to a larger number of recipients take longer to
deliver than messages sent to a small number of recipients (or a small group)?
Technical Information:
5.3.1
(M) Proposer solution must be a hosted service.
5.3.2
(M) Proposer must be in compliance with SSAE 16. Please provide a copy of
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your last year’s Statement on Standards for Attestation Engagements (SSAE)
No. 16 SOC Type II report. If you have had a Statement on Standards for
Attestation Engagements (SSAE) No. 16 SOC Type II report completed, please
provide a copy of that with your response. If you have not had one of these
reports completed, please note that a SSAE No. 16 SOC Type II report has not
been completed for your company.
5.3.3
(M) Proposed system must work across all domestic wireless carriers and
wireless phone models.
5.3.4
(ME) System must demonstrate carrier grade voice message delivery including
generator backed up UPS and redundancy within the Voice PBX used to send
notifications and redundant voice service delivery to the site used to send
notifications. Also discuss your availability (percentage of uptime per year),
capacity (ability to support very large volumes of calls), reliability and quality.
5.3.5
(E) Please describe your voice message delivery architecture.
5.3.6
(E) Describe your product’s ability to cascade phone calls to in-bound Boise
State numbers (208-426-xxxx and 208-447-xxxx) so that the University’s
capability to receive calls is not flooded. Describe who sets the parameters for
the allowable number of phone calls. Is it done on the vendor end? Or by the
administrator at Boise State?
5.3.7
(E) The system must be able to facilitate unattended, automated, and secured
contact data upload and update from the Oracle PeopleSoft system. Briefly
describe the methods used for this transfer. Additionally, discuss whether your
system is able to automate multiple daily imports of data from Oracle PeopleSoft
to regularly update the notification system and populate it with the most up-todate data.
5.3.8
(ME) 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.
5.3.9
(E) Regarding smaller carriers, describe any limitations and how the system
addresses delivery to these smaller carriers.
5.3.10 (E) Discuss the safeguards that are in place to ensure message delivery.
5.3.11 (E) Describe how delivery risk is minimized along the message delivery chain for
the different message types delivered by your system.
5.3.12 (E) Describe your SMS delivery architecture. Discuss any required University
resources related to SMS delivery architecture. Do you deliver messages via
SMTP or SMPP? If delivery is via SMTP only, please detail carrier whitelisting
relationships. If SMPP, does your system utilize direct binds or aggregators?
5.3.13 (E) Please describe any single points of failure in the messaging delivery
between your hosting center and the “last mile” infrastructure (e.g. calling
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centers, SMS aggregator binds, etc.).
5.3.14 (E) Proposed solution should support Common Alerting Protocol (CAP). Please
describe specification standards supported (CAP 1.1, 1.2), use models, and
configuration details.
5.3.15 (E) Describe how your solution provides published APIs which facilitate
automated management of subscriber information.
5.3.16 (E) Describe how your solution provides published APIs which facilitate
automated messaging through the system’s message delivery architecture from
an external system.
5.3.17 (E) Describe how the API is implemented, integrated and interfaces with Boise
State’s Oracle/PeopleSoft System. Does the API allow/facilitate daily uploads of
current PeopleSoft information?
5.3.18 (E) Describe in detail your system’s capabilities enabled through APIs or remote
applications. Provide use cases and example applications.
5.3.19 (E) Describe any information technology resources or other resources and
specialized knowledge/skill level that will be required from the University to
install/use/maintain the API interface.
5.3.20 (E) Describe how the proposed solution provides an interactive capability by
including provisions for touch-tone responses on request. Describe the options
that your solution offers for handicapped or disabled users.
5.3.21 (ME) 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. Vendor must complete and return the Voluntary Product Accessibility
Template (VPAT) located at http://www.state.gov/m/irm/impact/126343.htm with
your completed response. Boise State will assess how the proposed solution
allows the University to comply with Section 508, and will evaluate and award
points based on the VPAT/product accessibility.
5.3.22 (E) The proposed solution must be compatible with screen readers. Please
describe your system’s screen reader compatibility. Also describe the different
options that are available with your system that might be used by a visually or
hearing impaired person to receive an alert message.
5.3.23 (E) Proposed solution must support multi-lingual messaging. Describe what
language(s) are supported and how translated messages are managed in the
system. Describe how registered users signify their preference for a specific
language and how messaging works if a translated message is NOT provided.
5.3.24 (E) Proposed solution must have phone validation processes to ensure that the
phone number registered is able to receive messages. Please describe.
5.3.25 (E) Describe how your solution measures and adjusts for network congestion or
over-subscription during emergency conditions.
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5.3.26 (E) Does the proposed system provide an alternate means to send emergency
messages if the Internet is congested or unavailable? Please describe.
5.3.27 (E) Please describe how the proposed solution provides high quality text-tospeech synthesis capabilities for voice messages.
5.3.28 (E) Proposed solution must allow for configurable caller-ids for voice alerts.
Describe.
5.3.29 (E) Describe how your solution allows for customization of “retry”
duration/behavior when subscriber contacts are not successfully messaged.
5.4
5.5
Integration/Implementation:
5.4.1
(E) Provide a brief description of the major steps in the
implementation/integration process, including any on-going university resource
requirements, information and/or data required from the University, any on
premise activities required and expected timelines.
5.4.2
(E) Describe common challenges with implementation, integration and start up,
and also during normal operations, that your company has encountered at
Universities, and what your company has done to help alleviate these.
5.4.3
(E) Please describe any on-site installation/implementation/integration
required/requirements and any documentation related to this (administrator
guide, information on the web, etc.).
5.4.4
(ME) The proposed system must interface with PeopleSoft Campus solutions
9.0. For system integration, Boise State prefers to use SOAP web services over
HTTPS, otherwise SFTP for file transfers. Currently, the University has a
PeopleSoft modification allowing optional notification enrollment, but this
modification could be dropped if the proposed solution provides this functionality.
Provide details on any integration required with institutional systems in order to
enable the proposed services.
5.4.5
(E) Describe any other best practices or tips and tricks that your company has
discovered, specific to implementation and use at universities/institutes of higher
education, that may not have been addressed but that might be useful to Boise
State as an emergency notification systems is selected and implemented.
(ME) Security:
5.5.1 Database must be properly secured up to and including appropriate levels of
data encryption as outlined in the Boise State System Security Encryption
Standard (http://oit.boisestate.edu/security/system-security-encryptionstandard/). Vendor must warrant that the system telephone number databases
shall not be availed, sold, or otherwise, to tele-marketers or other
solicitors. Describe how your company can guarantee this security, what type of
warranty or insurance is in place for this security, and what repercussions the
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University has if this security is breached.
5.5.2
Describe your data backup and Disaster Recovery (DR) plan/policies and how
often the recovery process is tested. Does your DR include the use of off-site
data backups? How are the data backups secured?
5.5.3
Proposer should demonstrate regular, third party monitoring of all systems and
tiers and review of all security procedures. Describe your third party monitoring
including frequency of monitoring and any reports that would provide yearly
attestations to this monitoring.
5.5.4
Describe your business continuity plan and hosting infrastructure and discuss the
methods used to ensure redundancy.
5.5.5
Proposer must employ and attest to providing reasonable security safeguards for
individual data and personally identifiable information. Describe your policies
and standards for ensuring data privacy and how they fulfill the requirements
outlined in the following Boise State policies/standards:
5.5.5.1 Boise State University Policy 8060: Information Privacy and Data
Security Data (http://policy.boisestate.edu/information-technology/policy-titleinformation-privacy-and-data-security/)
Specifically: http://policy.boisestate.edu/information-technology/policy-titleinformation-privacy-and-data-security/
5.5.5.2 Boise State University Standards: Data Classification Standard
(http://oit.boisestate.edu/security/information-security-services/it-security-policyand-procedures/dataclassification/)
5.5.5.3 Boise State University Standards: System Security Encryption Standard
(http://oit.boisestate.edu/security/system-security-encryption-standard/)
5.5.6
5.6
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Describe how users can be sure their information is secure and will not be used
for any other purposes or sold to third parties.
(E) Administrative System Settings:
5.6.1
Provide an overview of administrative roles and permissions supported by the
system. Describe how/where this same information is available (in a manual, on
line, etc.) after the system implementation/install .
5.6.2
Describe the processes recommended for administering the system and
authorizing administrators to generate messages and broadcast alerts.
5.6.3
Describe how the proposed solution allows the creation, saving and editing of
“canned” alerts.
5.6.4
Describe how the proposed solution allows for scheduling of alert notifications at
future dates and times.
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5.6.5
Describe if/how the proposed solution allows for a sender administrator type
that is only allowed to send broadcast alert messages, not edit or access user
data.
5.6.6
Describe how the proposed solution provides an interactive capability for
administrators by including provisions for SMS responses on request. Describe
how messages are presented to administrators.
5.6.7
Proposed solution must provide a means for administrators to send messages in
the event that an integrated directory service or remote login on campus is
unavailable.
5.6.8
System must demonstrate sufficient administrative monitoring to ensure SMS
delivery. Please describe administrative monitoring performed to ensure end-toend SMS message delivery.
5.6.9
Proposed solution must allow for regular bulk or batch upload of users captured
outside the system. Please describe, specifically covering how updates and
deletions are handled and what format is acceptable.
5.6.10 Describe if or how your system allows for the cancellation of in-process
messages. Describe how the administrator would accomplish this cancellation.
5.6.11 Describe the feature(s) and supporting conferencing networks that support
bridging of voice message recipients into instant conference calls.
5.6.12 Describe how the system allows administrators to identify Students and
Faculty/Staff as unique groups.
5.6.13 Describe the tools and tool capability that is available for administrator use to
manage user information within the system.
5.6.14 Please state and describe ANY limitations to the number of administrators
supported in the system. Describe any additional costs or fees associated with
the number of administrators provisioned in the system.
5.6.15 Describe the activation method of your system, including examples of
functionality and how it minimizes input for the administrator.
5.6.16 Describe what is required from the University Administrator to complete a
manual upload and how long a manual upload takes. Describe the circumstances
under which a manual upload would be required. Describe if/how the vendor
would be able to do a manual upload for the University and any limitations on the
frequency of allowed manual uploads included in the base price.
5.6.17 Proposed solution must allow administrators to define ad hoc target audiences
based on query parameters within the system and allow the building of custom
groups such as Emergency Policy Group, Emergency Operations Group,
Building Coordinators, etc. Please describe.
5.6.18 Describe how your solution measures and adjusts for network congestion or
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over-subscription during emergency conditions. This is covered in question
5.3.25
5.6.19 Does the proposed system provide an alternate means to send emergency
messages if the Internet is congested or unavailable? Please describe. This is
covered in question 5.3.26
5.6.20 Describe any limitations in the number of characters or pages that are allowed in
an emergency notification email alert.
5.7
5.8
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(E) User Management
5.7.1
Does the proposed solution allow for automatic creation of groups/target recipient
lists/new recipients lists within the daily upload? (I.e. Students and
Faculty/Staff) If so, how are those groups defined?
5.7.2
Describe if/how your system allows for opt-in groups and if there is a website
where registered users can view and opt into these groups. Discuss pros and
cons of opt-in/opt-out systems and where you’ve see these options used and the
success of the type of usage.
5.7.3
Describe when the opt-in/opt-out decision needs to be made. Does it need to be
made at implementation? How do costs compare between the opt-in/opt-out
systems? Can that decision be changed after implementation?
5.7.4
Describe how your Solution allows for the upload of a group list from another
system.
5.7.5
Solution should allow administrators to create their own groups. Please describe
the capabilities and the administrative controls provided. Describe how your
system meets these requirements.
5.7.6
Creating a new group list should not require a query to be run in another
system. Describe how your system creates a new group list.
5.7.7
Proposed solution should allow for the upload of attributes about users that can
be used to define alertable group lists. Please describe.
5.7.8
Describe the categories of groups available and how they operate. Is there a
limit to the number of groups that can be created?
(ME) Reports:
5.8.1
Proposed solution must provide a comprehensive call, SMS and email reporting
capability. Activation reports must be provided to the client at the start of
notification and after every event. Provide samples of standard reports and
discuss how reports can be customized per the University’s request.
5.8.2
Solution must provide reports down to the individual recipient level across
modes. Describe.
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5.8.3
5.9
5.10
Proposed solution must provide reports that detail the integrity of the contact
information in the system. Examples include reports of undeliverable emails or
phone numbers. Describe.
Training and Support:
5.9.1
(ME) Proposed solution shall include initial training for 3-4 system
administrators. The University expects that training would be completed online
or via webinar along with a User Guide. Describe proposed training and other,
future training options. Detail any implementation training costs (if not included in
the cost of the system) and additional cost for future training. Describe the
training materials (hard copy user guide? online? etc.) Are training costs based
on number of trainees? Is the online training always available to any future
administrators at no additional charge?
5.9.2
(E) Describe any tools or services provided with the system to maximize service
adoption and registrations.
5.9.3
(ME) Proposer must provide 24/7/365 phone support. Describe the support
levels and any associated costs.
5.9.4
(E) Please describe your general maintenance and support process and
services, such as would be provided under a standard maintenance agreement,
including but not limited to what is generally considered in the scope of such
agreement and any specific exceptions, technical and operational support
services and hours, technical and operational support resources, upgrades and
patches and turnaround times. If information related to this issue is available online, please supply the applicable web site.
5.9.5
(E) Describe your ongoing maintenance and system testing procedures. Include
information relative to how new features are addressed and what sort of
university resources or time are required to keep up with upgrades/updates.
(E) Desired / Optional items / Other Capabilities & Future Enhancements:
5.10.1 Boise State prefers a vendor who is used to working in the university/higher
education environment. Please describe the environment that is typically and
best served by your proposed solution. Also describe other environments where
the proposed solution is used.
5.10.2 Describe if/how the proposed solution integrates with siren systems, safety
beacons (e.g., Alertus), bluelight systems, campus displays, campus social
media sites, desktop notifications and other safety hardware solutions used on
campus. Describe any additional costs associated with this feature.
5.10.3 Describe if/how your system provides students with the ability to set a timer
alarm from their phone which, when expired, presents important information
about the student to campus police. Describe how your system provides
information about the location of the student when available. Describe any
additional costs associated with this feature.
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5.10.4 Describe if/how your system allows for reporting of common times and areas
where students set their timers.
5.10.5 Describe if/how your system allows students’ profile information to instantly
display in the Public Safety Department in the event of an emergency.
5.10.6 Describe any mechanism by which an administrator could activate the system via
a mobile device. List all devices supported. Describe capabilities, limitations or
product functionality not available to mobile administrators. Does the
Proposer’s mobile device support matrix require or give preference to specific
device platforms (smartphone or tablet OS such as iOS, Android, Blackberry,
Windows Phone, WebOS, etc.)? Describe any additional costs associated with
this feature.
5.10.7 Provide a brief description of other products or services not specifically detailed
or requested in this document that you feel are or may become relevant to Boise
State. Discuss any additional costs or technical requirements associated with
these features.
5.10.8 Please provide a brief overview of the general direction of your development
focus over the next year and how you feel that will impact the University’s
capabilities and experience.
5.11
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(E) Based on the Scope of Work detailed in this RFP, identify any risks or constraints
that you will need to address prior to or during the performance of the Work; as well as a
description of how you will address each one. For example an incomplete Scope of
Work can be both a risk and a constraint. How would you mitigate, or overcome, this?
Provide your response to this specification in no more than two type-written pages.
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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
(ME) The Offeror must use the format established in Attachment 4 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.
6.2
All costs associated with the specifications of the RFP must be included in the mandatory
Cost Proposal. All proposed pricing will be fully-burdened with all direct and indirect costs,
and must include (but not be limited to), all operating, administrative, and personnel
expenses, such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or
mileage), lodging, and quality improvement.
6.3
CONTRACTORS ARE NOT ALLOWED TO DIRECT BILL EXPENSES OR TO RECEIVE
ADVANCE PAYMENTS FOR SERVICES NOT RENDERED.
6.4
Licensing and maintenance costs are to include all software, including 3rd party software
necessary for system operation.
6.5
Annual maintenance/support cost shall include the right to upgrades, including major
upgrades.
6.6
Annual maintenance/renewal costs are to be billed annually in advance based upon the
acceptance date.
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7. PROPOSAL REVIEW AND EVALUATION
7.1
Evaluation Criteria:
Mandatory Submission Requirements Met
Pass/Fail
Business Information (Section 4.8)
100 points
Scope of Work (Section 5)
550 points
Cost Proposal (Attachment 4, Section 6)
350 points
Total Points
Demonstrations (if needed)
1000 points
200 additional points
7.2
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.
7.3
All proposals will be evaluated first to ensure that they meet the Mandatory Submission
Requirements of the RFP as addressed below. All proposals not meeting the Mandatory
Submission Requirements will be found non-responsive.
7.4
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.
7.5
At the discretion of the University, demonstrations may be required from vendors. If
demonstrations are required, they will be conducted before the Notice of Intent to Award is
issued.
7.5.1
(E) Evaluated Demonstrations - At the discretion of the University, the top several
Offerors who have the highest scores may be contacted to give an
overview/demonstration of their proposal and respond to questions.
Demonstrations may include hypothetical scenarios, a real life test sample of an
alert, quality assurance issues and anything else the University is specifically
interested in seeing. If requested, demonstrations will be via webinar or other
online medium, set up by the Offeror and provided at no cost to the University.
Offerors who do not make the demonstration portion of the evaluation may not be
further evaluated.
Evaluated Demonstration responses become an official part of the proposal.
Evaluated Demonstrations will be scored and those points added to the Scope of
Work points for the Offerors from whom a demonstration was requested.
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7.5.2
(E) Pass/Fail Demonstration - Alternatively, the University reserves the right to
require a demonstration or webinar of only the top scoring Offeror. If this option
is chosen, the evaluation is strictly Pass/Fail for the apparent successful Offeror.
If the apparent successful Offeror fails, then the next top scoring Offeror will be
considered the apparent successful Offeror and the demo process may be
repeated.
7.6
The criteria described below will be used to evaluate and score the proposals for the
purpose of ranking them in relative position based on how fully each proposal meets the
requirements of this RFP.
Particular emphasis will be placed on the Offeror’s
understanding of the RFP, quality of product/service, and the description of how the
activities will be performed.
7.7
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.
7.9
For those proposals making it to the cost evaluation, the total points for the technical
portion will be summed with the cost points and demonstration points (if applicable) and
the proposals will be ranked by final total score.
7.10 The cost evaluation will be based on the total cost proposed for required services as
itemized in Attachment 4. The scores for the Cost Proposal will be normalized as follows:
The proposal with the lowest overall total cost proposed will receive all the cost points as
assigned in the Evaluation Criteria below. Other proposals will be assigned a portion of the
maximum score using the formula: Lowest Cost / other proposal cost x total possible cost
points.
7.11 Offeror will be notified of the result of the procurement process in writing. Written
notification will be sent to the authorized signer designated on the signature page.
7.12 Response checklist reminder: This checklist is not intended as a complete list of
requirements to respond to this proposal, but merely as a reminder of some of the required
items. Failure to submit any of the following items or late submission of any of the
following items may result in disqualification of your quote.
Section 4 (Business Information, Organization & Staffing)
References (Section 4.8)
Section 5 (Scope of Work) and
 VPAT Section 508
 SSAE No. 16 SOC Type II report (or note that your company has not
completed this report)
Section 6 (Cost information)
Signature page (Section 4.10, Attachment 1)
Amendment Confirmation (Section 4.4 This form will be provided on the University bid
page as amendments are posted)
Electronic and Redacted copy of proposal (Section 2.5.4)
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8. SPECIAL TERMS AND CONDITIONS
8.1
Project Plan:
8.1.1
Prior to the release of the Contract, University and the apparent successful
Offeror will clarify expectations and develop a Project Management Plan for the
implementation of the service. The Project Management Plan shall identify a
critical path timeline, critical path tasks and major deliverables, including a
successful test demonstration if so requested by the University, based upon
major deliverable testing and acceptance by the University.
8.1.2
In addition to the acceptance terms detailed in the State of Idaho Standard
Contract Terms and Conditions, acceptance from the University will be based
upon:







8.2
Successful importation of all student/faculty/staff contact info into selected
system
Successful access to the production environment by administrative users
At least one successful daily automatic update (API) to update recipient info
Agreed upon training complete
Able to successfully send out an alert
Timely received alert received in text, email and voice format
Report generated to show invalid/failed contact info
8.1.3
Additionally, the Project Management Plan will contain all points of clarification,
an agreed upon Project Schedule for the implementation of the service, and
other clarifying supporting documents. Examples of points of clarification are
clarification of requirements and legal clarifications. Examples of other clarifying
supporting documents are risk management plan, change management plan,
configuration management plan, and project closure plan.
8.1.4
Upon a mutually agreed upon project plan, an award will be made, a Contract put
in place, and implementation of the proposed solution can begin.
8.1.5
Once the Contract is in place, all modifications to the Project Management Plan
must be reviewed and approved by the University in writing.
8.1.6
Prior to releasing access to the production environment, University personnel
must be able to manage the appearance and configuration of the tools and
confirm functionality of embedding courses into Blackboard.
Representations, Warranties, and Covenants of Contractor: 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 Offeror’s Proposal, the following
warranties shall apply to the Contract. Offeror represents and warrants that:
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8.2.1
Contractor has the full power and authority to grant the University any license
offered in its proposal, and has the full power and authority to grant to the
University access to the Contracted solution, and to produce all required
functionality as specified in the Contract.
8.2.2.
The Contracted solution and required services are fit for the particular purpose of
providing the requirements specified within the Contract, and all amendments to
the Contract as agreed to and accepted by both the University and the
Contractor. Furthermore, the Contractor warrants that the Contracted solution is
merchantable.
8.2.3
The Contracted solution is not incompatible with the software, hardware, and
telecommunications environment specified within the Contract, and all
amendments to the Contract as agreed to and accepted by both the University
and the Contractor. Incompatibility will include but not be limited to, the creation
of errors in data, the loss of data, the inability to access data, and delays and
stoppages in performance of work by the Contractor or the University arising
from the Contracted solution.
8.2.4
The Contracted solution, in whole and in part, will operate within the defined
hardware and telecommunications environments of the Contract and in
accordance with the specifications of the Contract established by the University,
and be free from defects during the term of the Contract.
8.2.5
The Contracted solution will perform without the creation of errors in University
data, the loss of University data, the inability to access University data, the
inability to input University data, and delays and stoppages in performance due
to data collection, data corruption, or loss.
8.2.6
The Software and any media used to distribute it contains no computer
instructions, circuitry or other technological means (“Harmful Code”) whose
purpose is to disrupt, damage or interfere with University’s use of its computer
and telecommunications facilities for their commercial, test or research purposes.
Harmful Code shall include, without limitation, Viruses, Worms, Trap Doors,
Trojan Horses, bombs, and any other instrumentality that will cause the Software
to cease to operate or to fail to conform to its specifications upon (i) use by more
than the licensed number of users or (ii) termination or expiration of this Contract;
unless otherwise expressly provided herein. Licensor shall indemnify Boise
State and hold Boise State University harmless from all claims, losses, damages
and expenses, including attorneys’ fees and allocated cost of internal counsel,
arising from the presence of Harmful Code in or with the Software or contained
on media delivered by Licensor.
8.2.7
Contractor will repair or replace any portion of the Contracted solution failing to
comply with the warranties granted in this section. If the Contractor fails to repair
or replace such portion of the Contracted solution within an acceptable
timeframe, the University may, in its sole discretion, act to remedy the failure,
and the Contractor will reimburse the University for all costs incurred by the
University.
8.2.8
Contractor will perform all services required pursuant to the Contract in a
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professional manner, and with high quality.
8.2.9
The Contracted solution in whole or in part, does not infringe upon an
enforceable patent, copyright, trade secret, trademark or other proprietary right.
The Contractor knows of no action or proceeding of any kind pending, or to its
knowledge, threatened against, by or affecting it or the software used to provide
the service or any documentation, which if decided, is adverse to the Contractor,
and could adversely affect the Contractor’s ability to perform or complete its
obligations under this Contract.
8.3
Patents And Copyright Indemnity: The Contractor will indemnify and hold the University
harmless and will defend at its own expense any claim or action brought against the
University based upon a claim of infringement or misappropriation of a United States
enforceable patent, a copyright, a trade secret, a trademark or other proprietary right for
products and services within this Contract. Contractor will pay all liabilities, expenses,
damages, and costs arising from such claims or actions. Contractor will be notified
promptly in writing by the University of any notice of such claim, Contractor will have the
sole control of the defense of any action on such claim and all negotiations for its
settlement or compromise, and University may select, at its own expense, advisory
counsel, and the University will cooperate with the Contractor in a reasonable way to
facilitate settlement or defense of any claim or suit. With regard to its defense obligation,
if applicable, the University agrees to use its best efforts to encourage the Office of the
Attorney General of Idaho to grant Contractor control of the defense and all related
settlement negotiations. However, if principles of governmental or public law are
involved, the University may participate in the defense of any such action, but no costs
or expenses will be incurred for the account of Contractor without Contractor’s written
consent.
8.4
The Contractor and its sub-contractors are required to carry the types and limits of
insurance shown in this RFP, and to provide Boise State University (“Certificate
Holder”) with a Certificate of Insurance within ten (10) days of the signing of this
Contract.
8.4.1 Certificate Holder shall read:
State of Idaho and Boise State University
Attn: Risk Management
1910 University Drive
Boise, Idaho 83725-1245
8.4.2 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
certificate.
8.4.3 All insurers shall have a Best’s rating of A- or better and be licensed and admitted in
Idaho.
8.4.4 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.
8.4.5 All policies (except Workers Compensation and Professional Liability) shall name
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the following as Additional Insured: State of Idaho and Boise State University.
8.4.6
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 Contractor’s obligation to maintain such insurance.
8.4.7 Failure to maintain the required insurance may result in termination of this Contract
at the Certificate Holder’s option.
8.4.8 By requiring this insurance, Certificate Holder does not represent that coverage and
limits will necessarily be adequate to protect Contractor, and such coverage and
limits shall not be deemed as a limitation on Contractor’s liability under the terms of
the grant or Contract.
Required Insurance Coverage. Contractor shall obtain insurance of the types and in the
amounts described below.
8.4.9 Commercial General and Umbrella Liability Insurance. Contractor 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.
8.4.10 Commercial Auto Insurance. If vendor will be driving a vehicle on campus,
Contractor 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 Non-Owned and Hired Car
coverage. Waiver of subrogation language shall be included.
8.4.11 Business Personal Property and/or Personal Property. Contractor shall purchase
insurance to cover Contractor'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.
8.4.12 Workers’ Compensation. Where required by law, Contractor shall maintain all
statutorily required Workers Compensation coverages. Coverage shall include
Employer’s Liability, at minimum limits of $100,000 / $500,000 / $100,000.
8.4.13 Professional Liability. If professional services are supplied to the University,
Contractor shall maintain Professional Liability (Errors & Omissions) insurance on
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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.
8.5
Unless otherwise allowed by the University in this Contract, the Contractor shall not,
without written approval from the University, enter into any subcontract relating to the
performance of this Contract or any part thereof. Approval by the University of Contractor’s
request to subcontract or acceptance of or payment for subcontracted work by the
University shall not in any way relieve the Contractor of any responsibility under this
Contract. The Contractor shall be and remain liable for all damages to the University
caused by negligent performance or non-performance of work under the Contract by
Contractor’s sub-contractor or its sub-contractor.
8.5.1
Contractor shall comply with appropriate data security of information, as
applicable, as defined by the


Family Education Rights and Privacy Act (FERPA) and the
Health Insurance Portability and Accountability Act (HIPAA).
8.6
The University shall own and retain all rights to information, techniques, processes and
data developed, documented, derived, stored, installed or furnished by the University
under the Contract.
8.7
The Contractor shall comply at all times with HIPAA and FERPA, as applicable. If there is
theft or misappropriation of the University’s confidential information which is due to the
negligence or intentional misconduct of Contractor or due to the Contractor’s failure to
comply with applicable provisions of HIPAA, FERPA or corresponding regulations, Offeror
shall provide client written notice of theft or misappropriation within three (3) business days
of when theft or misappropriation becomes known to Offeror. Boise State will have six (6)
months from the date of receipt of written Notice from Offeror of the theft or
misappropriation to provide written notice to the Offeror of its intent to terminate, and to
terminate, this Contract. If the University elects to terminate this Contract pursuant to this
section, Offeror will have no right to cure the breach of this Contract in order to prevent
Boise State from terminating the Contract.
8.8
Accessibility Clause: The Contractor hereby agrees to be bound by the terms and
conditions of Section 504 of the Rehabilitation Act of 1974 and to the applicable provisions
and requirements of the Americans with Disabilities Act of 1990, as may be amended or
modified from time to time, and as such provisions are applicable to the University. The
Contractor shall comply with pertinent amendments to such laws made during the term of
the Contract and with all federal and state rules and regulations implementing such laws. If
applicable, the Contractor must include this provision in every sub-contract relating to this
Contract. Specifically, Contractor hereby agrees to use good faith efforts to ensure that
the solution is fully accessible for individuals with disabilities and enables the University to
fully comply with all applicable requirements of the aforementioned laws, regulations, and
requirements.
In the event the solution fails to meet the requirements of this section, the University shall
provide written notice to Contractor detailing requirements to bring solution into
compliance. If Contractor fails to correct the deficiency and enable the University to fully
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comply with the laws, regulations and requirements set forth herein as detailed in such
notice within thirty (30) days of receiving such notice, the University may elect to terminate
this Contract without further notice and without penalty. In the event the University
terminates the Contract under this section, Contractor agrees to compensate the
University for all costs associated with securing a replacement that fully complies with the
requirements set forth herein, payable upon receipt of an invoice from the University
detailing such costs.
8.9
The University reserves the right with written notice to the Contractor, to not renew the
Contract should the University determine that Contractor or system performance is
insufficient to properly maintain business operations.
8.10 End of Strategic Life/Termination of Contract Processes. Termination shall be in
accordance with Clause 2 of the State of Idaho Standard Contract Terms and Conditions,
found at http://adm.idaho.gov/purchasing/purchasingrules.html
(specifically
http://purchasing.idaho.gov/pdf/terms/standard_terms_and_conditions.pdf )
The University may terminate the Contract (and/or any order issued pursuant to the
Contract) when the Contractor has been provided written notice of default or noncompliance and has failed to cure the default or non-compliance within a reasonable time,
not to exceed thirty (30) calendar days. If the Agreement is terminated for default or noncompliance, the Contractor will be responsible for any costs resulting from the University’s
placement of a new Contract and any damages incurred by the University. The University,
upon termination for default or non-compliance, reserves the right to take any legal action
it may deem necessary including, without limitation, offset of damages against payment
due.
8.10.1 Upon any termination of the Contract, Contractor shall return to the University all
copies of the Confidential Information or other materials incorporating Confidential
Information in the possession of Contractor or its employees. Contractor agrees to:




Return all data that is the property of the University in a reasonable format
specified by the University;
Return all property in any form belonging to the University;
Return all confidential information that may have been received from the
University. Provide the ability for University to electronically retrieve data and
documents from Contractor’s system, as this data is owned by University
Deliver to Boise State, within 6 weeks, all data and documents from Contractor’s
system that pertain to Boise State. This data must be delivered in an electronic
format. The University will verify receipt of that data.
8.10.2 Notwithstanding termination, the restrictions on disclosure and use of Confidential
Information arising under the Contract shall continue to be effective after the date
of termination.
8.10.3 Upon expiration or termination of the Contract, the obligations of the parties to
each other shall come to an end, except those provisions which are intended to
survive and continue, which shall include, but shall not be limited to, provisions
relating to confidentiality, indemnification, and insurance requirements contained in
the Contract.
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APPENDIX A
Scope of Work
(The Contractor’s proposal will be included in the Contract as Appendix A – Scope of Work)
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ATTACHMENT 1
SIGNATURE PAGE
THIS SHEET MUST BE FILLED OUT, SIGNED AND RETURNED WITH PROPOSAL.
THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE
SPECIFIED PROPERTY AND/OR SERVICES, IF THIS PROPOSAL IS ACCEPTED WITHIN A
REASONABLE TIME FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR PROPOSAL
AND UNDER ALL THE TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY
REFERENCE, INTO THE BOISE STATE UNIVERSITY’S RFP.
SUBMISSION OF A PROPOSAL 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 PROPOSAL AND UNDER THE STATE OF
IDAHO’S TERMS AND CONDITIONS.
AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR
THE VENDOR AND THE PROPOSAL IS MADE WITHOUT CONNECTION TO ANY PERSON,
FIRM, OR CORPORATION MAKING A PROPOSAL FOR THE SAME GOODS AND/OR SERVICES
AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD.
NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR A VENDOR’S FAILURE
TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE
VENDOR’S RESPONSE TO THIS RFP OR ANY OTHER FAILURE BY THE VENDOR TO
CONSIDER THE TERMS AND CONDITIONS IN THE VENDOR’S RESPONSE TO THE RFP.
Respond by 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
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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 by the Deadline to Receive Questions noted in Section 1.1
of the RFP 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
regard 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.”
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RFP ST14-128, Emergency Notification & Campus Safety System
Offeror Questions are due by 5:00 PM MT, per the date listed in Section 1.1 RFP Administrative
Information.
Question
RFP Section
RFP
Page
Question
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
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ATTACHMENT 3
REFERENCES
INSTRUCTIONS TO THE OFFEROR:
Offerors must provide three (3) written professional references from universities/institutes of
higher education (preferred) or companies using the software version proposed in their
response, in full production mode, having used the system for no less than 90 production days,
with knowledge of the Offeror’s experience that is similar in nature to the products or services
being requested by this RFP, and that are within the last three (3) years from the date of this
RFP. The University will determine whether the reference concerns products or services that
are similar in nature to this RFP.
References not received prior to RFP closing date and time will receive a score of “0” for that
reference. References outside the three (3) 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 II General Information and any additional information provided by
the reference.
If more than three (3) references are received, all references will scored and averaged 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 email the RFP Lead twenty-four (24) hours prior to the RFP
closing date to verify receipt of references.
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REFERENCE’S RESPONSE TO:
RFP Number: ST14-128
RFP Title: Emergency Notification & Campus Safety System
REFERENCE NAME (Company/Organization):
________________________________________
OFFEROR (vendor) NAME (Company/Organization):
_________________________________ has submitted a proposal to Boise State University to
provide the following services: Emergency Notification & Campus Safety System. We’ve
chosen you as one of our references.
INSTRUCTIONS
1. Complete Section I. RATING using the Rating Scale provided.
2. Complete Section II. GENERAL INFORMATION (This section will be used to determine the
similarity of the reference’s system to the proposed solution.)
3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document.
(Reference documents must include an actual signature.)
4. Email THIS PAGE and your completed reference document, to:
RFP Lead:
Shannan Thomas
Email: shannanthomas@boisestate.edu
5. This completed document MUST be received by 10/24/14 at 5 p.m. (Mountain Time) or the
RFP closing date, whichever is later. 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.
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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
4
3
2
1
0
2. Rate the response time of this vendor:
10
9
8
7
6
5
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
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8
7
6
5
4
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3
2
1
0
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7. Rate the vendor’s ability to quickly and thoroughly resolve a problem related to the
services provided:
10
9
8
7
6
5
4
3
2
1
0
1
0
8. Rate the vendor’s flexibility in meeting business requirements:
10
9
8
7
6
5
4
3
2
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 Emergency Notification & Campus Safety System
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:_________
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
____________________________________
Phone Number
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Attachment 4
Cost Proposal (M/E)
Part 1. Cost Proposal:
Company & Product Information
Company Name:
Software Name/Title/Included Modules:
Software Version Number:
Estimated # weeks for implementation,
including all associated activities such
as testing, acceptance and training:
Emergency Notification & Campus Safety System Costs
Year 1
Costs
Year 2
Costs
Year 3
Costs
Software licensing annual fees-firm/fixed total cost
for term of one (1) full year
Training
Software MAINTENANCE and/or SUPPORT
annual fees-firm/fixed total cost for one (1) full year
Total annual costs
Total cost for first three (3) years
$
Optional Hourly Rates (for custom software
development, future training, on-site needs, etc.)
Initial term of the Contract will be for implementation and one (1) year of operation, and two (2)
full operation years after system acceptance and Go Live. Costs for these three (3) years are to
be included in the Cost Proposal.
After the third year of operations, and upon mutual consent, the parties may extend the Contract
under the same terms and conditions, on an annual basis. At the time of extension, the annual
pricing will not exceed 4% over the previous year’s costs without nullifying the renewal. Annual
maintenance/renewal costs are to be billed annually in advance based upon the acceptance
date.
All costs are to be firm/fixed, fully burdened, including all travel and lodging costs for installation
and training.
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The University intends to pay per the following schedule:
10% of total cost paid upon mutual agreement of the project schedule.
50% of total cost paid upon installation and initial access to the software
40% remaining cost paid upon University acceptance as detailed in Section 8.
Payment terms shall be NET 30.
Training will be completed per the project schedule, and paid NET 30 upon completion of
instruction.
Part 2. Billing Procedure:
The invoice must include, but not be limited to:
1. Contract/PO number.
2. Total amount billed for the billing period.
3. All vendor services delivered during the billing period, identified by each item as reflected in
the cost matrix and the total for each.
Invoices are to be submitted to:
Boise State University
Attn: Shannan Thomas MS 1210
1910 University Drive
Boise, ID 83725-1210
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