Request for Proposal Electronic Course Catalog NKU-23-15
ISSUED:
April 17, 2015
BIDS DUE:
May 1, 2015
Northern Kentucky University Jeff Strunk, CPPO Director of Procurement Services Lucas Administrative Center, Suite 617 1 Nunn Drive Highland Heights, KY 41099
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 BRIEF SCOPE OF WORK: Northern Kentucky University (NKU) requests proposals from qualified vendors for an electronic course catalog product, a curriculum management solution, and a section scheduling software. Ideally, the products would be integrated and sold as one solution, but NKU is interested in products that will best meet all three needs, so we are open to vendors providing one, two, or all three product solutions. PROJECT TIMETABLE: Invitation for Bid Issued Last day for questions BIDS DUE
April 17, 2015 April 24, 2015 noon local time May 1, 2015 2 pm local time
SUBMISSION: The bidder shall submit, by the time and date specified via US Postal Service, courier or other delivery service, its bid response in a sealed package addressed to: Jeff Strunk, CPPO Director of Procurement Services Lucas Administrative Center, Suite 617 1 Nunn Drive Northern Kentucky University Highland Heights, KY 41099 CONTACT FOR PROPOSAL PACKAGE If you have downloaded this Request for Proposal, please contact Jeff Strunk so that you can be added to the planholders list and notified if there are any addenda. Jeff Strunk Procurement Services, Bid Specialist Northern Kentucky University Lucas Administrative Center, 617 Highland Heights, KY 41099 Phone: 859.572.5266 FAX: 859.572.6995 E-mail:
[email protected] Information relative to this project obtained from other sources, including other university administration, faculty or staff may not be accurate, will not be considered binding and could adversely affect the potential for selection of your proposal. All requests for additional information and all questions should be directed to Jeff Strunk, Procurement Services:
[email protected]. Both inner and outer envelopes/packages should bear respondent’s name and address, and clearly marked on package(s) as follows: RFP NKU-23-15 ELECTRONIC COURSE CATALOG Note: Proposals received after the closing date and time will not be considered
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 AUTHENTICATION OF BID, STATEMENT OF NON-COLLUSION, NONCONFLICT OF INTEREST AND BIDDER CERTIFICATIONS By signing below the Contractor swears or affirms, under the penalty of false swearing as provided by KRS 523.040, that he/she is in compliance with all of the following: 1. That I am the bidder (if the bidder is an individual), a partner in the bidder (if the bidder is a partnership), or an officer or employee of the bidding corporation having authority to sign on its behalf (if the bidder is a corporation). 2. That the submitted bid or bids covering the Bid Package indicated have been arrived at by the bidder independently and have been submitted without collusion with, and without any agreement, understanding or planned common course of action with any other contractor, vendor of materials, supplies, equipment or services described in the Invitation for Bid, designed to limit independent bidding or competition; as prohibited by provision KRS 45A.325; 2A. Any agreement or collusion among bidders or prospective bidders which restrains, tends to restrain, or is reasonably calculated to restrain competition by agreement to bid at a fixed price, or to refrain from bidding, or otherwise, is prohibited. The provisions of KRS 365.080 and 365.090, which permit the regulation of resale price by contract, do not apply to sales to the State. 2B. Any person who violates any provisions of Kentucky Revised Statute 45A.325 shall be guilty of a felony and shall be punished by a fine not less than five thousand dollars nor more than ten thousand dollars, or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation, or association which violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars nor more than twenty thousand dollars. 3. That the content of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid or bids and will not be communicated to any such person prior to the official opening of the bid or bids; 4. That the bidder is legally entitled to enter into the contracts with the Commonwealth of Kentucky and is not in violation of any prohibited conflict of interest, including those prohibited by the provisions of KRS 45A.330 to .340 and 164.390; and 5. That I have fully informed myself regarding the accuracy of the statements made, including Bid Amount. 6. Unless otherwise exempted by KRS 45.590, the Bidder intends to comply in full with all requirements of the Kentucky Civil Rights Act and to submit data required by the Kentucky Equal Employment Act upon being designated the successful bidder. 7. That the Bidder, if awarded a contract, would not be in violation of Executive Branch Code of Ethics established by KRS 11A.990. 8. Campaign Finance Laws Pursuant to KRS 45A.110 and KRS 45A.115 the undersigned hereby swears or affirms, under penalty prescribed by law for perjury, that neither he/she, individually, nor, to the best of his/her knowledge and belief, the corporation, partnership, or other business entity which he/she represents in connection with this procurement, has knowingly violated any provisions of the campaign finance laws of the Commonwealth of Kentucky, and that the award of a contract to him/her, individually, or the corporation, partnership or other business entity which he/she represents, will not violate any campaign finance laws of the Commonwealth. 9. Worker's Compensation and Unemployment Insurance Pursuant to KRS 45A.480, the undersigned hereby swears or affirms, under penalty of perjury, that all contractors and subcontractors employed, or that will be employed under the provisions of this contract shall be in compliance with the requirements for worker's compensation insurance under KRS Chapter 342 and unemployment insurance under established KRS Chapter 341. 10. Vendor Report of Prior Violations The Bidder/Owner shall reveal to the University, prior to this award of a contract, any final determination of a violation by the Contractor within the previous five (5) year period of the provisions of KRS Chapters 136, 139, 141, 337, 338, 341, and 342. The Contractor is further notified this statute requires that for the duration of this contract, the Contractor shall be in continuous compliance and the Contractor's failure to reveal a final determination of a violation or failure to comply with the cited statutes for the duration of the contract, shall be grounds for the Contractor's disqualification by the University from eligibility to bid or submit proposals to the University for a period of two (2) years. Please list any final determination(s) of violation(s) including the date of determination and the state agency issuing the determination. If no violations have occurred, type none in the space below.
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 * KRS Chapter 136 - Corporation and Utility Taxes; * KRS Chapter 139 - Sales & Use Tax; * KRS Chapter 141 - Income Taxes; * KRS Chapter 337 - Wages & Hours; * KRS Chapter 338 - Occupational Safety & Health of Employees; * KRS Chapter 341 – Unemployment Compensation; * KRS Chapter 342 - Worker's Compensation KRS VIOLATION __________________________ ___________________________
DATE __________ __________
STATE AGENCY _______________________ _______________________
READ CAREFULLY - SIGN IN SPACE BELOW - FAILURE TO SIGN INVALIDATES BID or OFFER AUTHORIZED SIGNATURE: ____________________________________ DATE: ___________________ NAME (Please Print Legibly): _________________________________________________________________ FIRM: ___________________________________________________________ FED ID. OR SSN#:_________________________________________________
PERMANENT ADDRESS: ___________________________________________________________________ STREET CITY STATE ZIP CONTACT PERSON: _____________________________________ TITLE: _________________________ TELEPHONE NO: __________________ FAX NO: _________________ E-MAIL: _______________________________ ***************************************************************************** State of _________________________________) County of _______________________________) The foregoing statement was sworn to me this __________________ day of___________________, 20 _____, by _________________________________. ___________________________________________ (Notary Public) My Commission expires: ______________________ THIS DOCUMENT MUST BE NOTORIZED
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 SPECIFICATIONS Summary Northern Kentucky University (NKU) requests proposals from qualified vendors for an electronic course catalog product, a curriculum management solution, and a section scheduling software. Ideally, the products would be integrated and sold as one solution, but NKU is interested in products that will best meet all three needs, so we are open to vendors providing one, two, or all three product solutions. The product(s) should provide a user-friendly, web-based interface that can integrate with our current ERP system, which is SAP. The selected product(s) should increase and enhance efficiency, productivity and capabilities in their areas of focus. We provide an annual academic catalog to students, faculty, and the community at large which details important information such as program and course descriptions, academic calendars, admission requirements, and university policies. The catalog is maintained as the primary source of academic information relayed to current and potential students. Electronic access to this information is necessary to enhance visibility, to increase accuracy and efficiency, and to contribute to the sustainability efforts of the university. We seek to improve how we update, manage, and publish the academic catalog by purchasing software that offers a web-based interface to allow all users a centralized way to create and update content. The curricular approval process is currently a paper and PDF-based process making curriculum changes and catalog publication cumbersome and time-consuming for all faculty and staff. The selected program(s) will link curricular content to the university’s ERP system, updating the catalog automatically. The curriculum workflow will allow administrators to manage user privileges relative to creation, editing, approval, and notification. In addition, the curriculum workflow will automate curricular body agendas and reports, archive final approvals, and integrate changes into the ERP system, seamlessly. Section A: Line Item Specifications: *Please respond to each line item specification with “Comply” or “Does Not Comply”. Also, provide explanation and/or description of how you comply or why you do not comply. General . A.1.1 Provide centralized management, tracking and assessment of
all catalog management activities. . A.1.2 Provide centralized management, tracking and assessment of all curriculum management activities . A.1.3 Provide centralized management, tracking and assessment of all section scheduling management activities
. A.2.1 Track revisions in the catalog management software.
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 . A.2.2 Track revisions in the curriculum
management software . A.2.3 Track revisions in the section scheduling management software
. A.3.1 Provide a workflow engine that allows flexible, and possibly
complex, approvals and associated
communication prompts. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.4.1 Describe your reporting mechanism and analytics features for your catalog management software. (List any
reports provided as part of your service and samples. NKU wants to see flexible and customizable reporting options.) . A.4.2 Describe your reporting mechanism and analytics features for your curriculum management software. (List any
reports provided as part of your service and samples. NKU wants to see flexible and customizable reporting options.) . A.4.3 Describe your reporting mechanism and analytics features for your section scheduling software. (List any
reports provided as part of your service and samples. NKU wants to see flexible and customizable reporting options.)
. A.5.1 Archive and report individual course and program management activities including entire archived catalogs, and support data recovery. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.6.1 Provide tools for editing content similar to word processing software. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.7.1 Demonstrate a customizable web-based user portal as a single interface for managing all features. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.8.1 Provide role-based access to system features. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 . A.9.1 Allow for the creation of customizable fields for programs, and courses. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.10.1 Export catalog contents in several common formats (i.e. pdf)
. A.11.1 Allow users to publish the course catalog either in its entirety or in subsets (i.e. by program, study area, courses etc.) over the internet.
. A.12.1 Manage approved program and course changes by effective dates.
. A.13.1 Update the catalog based on approved program and course changes by effective dates.
. A.14.1 Comply with all ADA requirements and SACSCOC requirements: http://www.sacscoc.org/principles.asp (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.15.1 Adapt to the University website template and branding. http://brand.nku.edu/visual.html
. A.16.1 Display content formatted for all browser sizes and configurations, including mobile platforms. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.17.1 Ability to function on Windows, Apple, iOS, and other mobile operating system platforms. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.18.1 A mechanism that will email people in the workflow when an item has moved from one place to the next. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15
. A.19.1 The submitted revisions are able to be searched, as well as the stored catalog content. (ie the need to search for items that have yet to be approved and moved into the final catalog.)
. A.20.1 Ability to manage student handbooks, policy manual, directories, etc in addition to the catalog.
Technical . A.21.1 Integrate with NKU’s SAP System
including a means for checking and recording data integrity
between environments. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product) . . A.22.1 Must authenticate with LDAP/Active Directory (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.23.1 Allow for the import of data from various data sources such as
SAP, Ad Astra and/or alternative databases; and bridge software with degree audit. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
. A.24.1 Provide details for remotely hosted and customer hosted
solutions. (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
Implementation & Support . A.26.1 Describe any preliminary documentation that NKU will need to provide and any other preimplementation requirements of NKU for a successful implementation of the product.
. A.27.1 Describe the implementation process in detail (i.e.
responsibilities of NKU staff and vendor staff, resources required of NKU staff and vendor staff, timeline, etc.) (specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product)
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 . A.28.1 Describe training options available both on-site and online
for all end users of the software and system administrators and if there is additional cost associated with any of the options.
(specify this for each product recommendation, ie Curriculum product, catalog product, and/or section scheduling product) Section B: Cost and Fees For each of the items listed below please provide detailed cost analysis of all licensing and packages required to fulfill criteria. Include ongoing support and maintenance costs also. This should list all initial or start-up costs as well as recurring fees. Please also provide total yearly cost for years one (1) through five B.1.1 Please provide a detailed and itemized quotation of all applicable costs associated with the course catalog product including optional fees. Provide hosted vs on premise pricing options, if applicable. (include yearly cost to allow for a 5 year projection of NKU expenses) B.2.1 Please provide a detailed and itemized quotation of all applicable costs associated with the curriculum management product including optional fees. Provide hosted vs on premise pricing options, if applicable. (include yearly cost to allow for a 5 year projection of NKU expenses) B.3.1 Please provide a detailed and itemized quotation of all applicable costs associated with the section scheduler product including optional fees. Provide hosted vs on premise pricing options, if applicable. (include yearly cost to allow for a 5 year projection of NKU expenses) B.4.1 Please provide any discounted pricing if any combination of products are chosen from a single vendor. Section C: References and Experience Demonstrate a record of successful implementations in higher education institutions. • C.1.1 Higher Education References: Provide 5 comparable higher education references including name, telephone, email address, title, and date contract began. • C.2.1 Cover Letter:
Submit a cover letter, which includes a summary of the agency’s ability to perform the services and enter into a contract with Northern Kentucky University. The cover letter must be signed by a person having the authority to commit the agency to a contract. • C.3.1 Organization: Provide list of support staff; their certifications, their implementation roles and professional resumes for the account manager and implementation team. • C.4.1 Financial Records: Vendor needs to provide the most current audited financial statements by a certified public accountant • C.5.1 Billing Procedures and Payment Terms:
Please describe your billing procedures and payment terms.
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 Section D: Value Adds Please consider this section an opportunity to describe any value-added services/products beyond what has already been proposed in previous sections. This should also include any creative ideas you may have that could make the proposed solution more efficient, successful and help advance NKU. Section E: Scoring of Proposal A detailed review of each proposal will be conducted by an evaluation committee. Numerical scores will be assigned to each criteria based upon each bidder’s response to the requirements as detailed in this proposal. Guidelines for Assignment of Points
(To Be Completed by Northern Kentucky University) Max Pts
Assigned Pts
1. Section A: Line Item Specification
500pts
__________
2. Section B: Cost
250pts
__________
3. Section C: References and Experience
125pts
__________
4. Section D: Value Adds
125pts
__________
TOTAL POINTS
1000
__________
Note: Oral Presentation
Vendors selected as finalists may be asked to present on-site at NKU. This will be a technical/functional presentation and at least one technical representative of the vendor will be required to be in attendance. Other Items for the details of the RFP: Evaluation Methodology
An Evaluation Committee will do an overall evaluation of proposals submitted in response to the RFP. All proposals are to be submitted complete. The University is under no obligation to contact bidders for clarification but reserves the right to do so. Partial proposals will not be accepted. A complete proposal is defined as one, which is responsive to all the components, defined in each of the sections bid, which are specified in the RFP. Complete Proposal:
The bidder must insure its response to be complete and all required information is furnished including proper signatures, pricing information, required responses, and other information as outlined in the RFP. Failure to do so may result in the disqualification of the bidder’s proposal.
NORTHERN KENTUCKY UNIVERSITY Electronic Course Catalog
REQUEST FOR PROPOSAL, NKU-23-15 Termination
Either party may terminate the agreement at any time without cause, by giving the other party not less than sixty (60) days prior written notice of its intent to terminate. Commitment of the University Issuance of this RFP in no way constitutes a commitment by the University to award a contract or to pay any costs incurred in the preparation of a response to this request. The University will assure its best efforts to provide reasonable and timely resolution to questions of policy or procedures as they may affect this RFP. Format of Proposal
Proposals shall be prepared in a straightforward and concise manner, identifying clearly and succinctly any deviations, enhancements, and other differences that exist between the RFP and the Contractor’s services. Proposals shall be submitted on 8 1⁄2” X 11” paper in either a bound copy or notebook. Text of the proposal must be no smaller that 12 point. Where necessary, paper size and text for tables, charts, or graphics may vary from these specifications. Copies of Proposals
Submit 1 original and 4 paper copies with 1 electronic copy of the Proposal. Electronic copies must be in the form of thumb drive or cd. Faxes or email copies will not be accepted. The original copy must be labeled as “Original.” License to Operate
Contractor must be licensed to do business in the Commonwealth of Kentucky. Please provide your registration number from the Commonwealth of Kentucky Secretary of State’s office.
