CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR SHAREPOINT/ INTRANET DEVELOPMENT & SUPPORT

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1 CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR SHAREPOINT/ INTRANET DEVELOPMENT & SUPPORT The Chicago Zoological Society is soliciting proposals to provide architectural, design, implementation and support services for a new SharePoint (and main intranet) site for the Society. This document outlines the Society s guidelines for your responses. The Proposal must be submitted no later than close of business on August 29, All questions and responses to the RFP must be addressed to: B. Todd Oakley Sr. Manager, Information Technology Chicago Zoological Society 3300 S. Golf Road Brookfield, Illinois Todd.Oakley@czs.org Organizational Overview The Chicago Zoological Society ( CZS or the Society ) is a private nonprofit organization that operates Brookfield Zoo on land owned by the Forest Preserve District of Cook County. Opened to the public in 1934, Brookfield Zoo has been a Chicago-area treasure and family destination for more than 75 years. Brookfield Zoo is the largest suburban attraction in Cook County, both in size and visitation. The 216-acre Zoo annually serves over two million visitors from the diverse Chicago metropolitan area. The zoo is open 365 days a year. On an average day, more than 11,000 people visit during the Zoo s peak attendance season in the summer months. The Society s mission is to inspire conservation leadership by connecting people with wildlife and nature. We strive to provide people of all ages and backgrounds with opportunities to learn about and care for the natural world. When it first opened, Brookfield Zoo was considered cutting edge for its bar-less enclosures. One of the first zoos to employ nutritionists, pathologists, veterinarians, geneticists, endocrinologists, and behavioral specialists, we continue in a tradition of innovation. Project Description Goals and Objectives The goal of the Intranet project is to leverage a redesigned intranet site and platform in order to improve the overall usefulness and user experience, to provide a more efficient communication channel between and among stakeholders, to increase the knowledge flow within the organization, and to better support operational processes that deliver business benefits. In support of this goal, the objectives are as follows: 1. Document Management: Create a user-centric intranet site that provides Society users with efficient and easy access to information, such as news, videos, documents and applications required for day-to-day operations. 2. Workflow: Utilize the redesigned intranet site to consolidate processes and procedures, e.g. online forms, approvals, and more complex workflows. 3. Portal: Utilize the redesigned intranet site as a single interface to organization applications, where possible 4. Collaboration: Utilize the redesigned intranet site as a platform for developing an online community among Society users that work and/or volunteer in various departments and Boards. 5. Project Management: Establish SharePoint and Project Server as the project management technology solution for the Society.

2 The redesigned intranet will be considered successful when the following is accomplished: ID SUCCESS CRITERIA VALUE METHOD OF MEASUREMENT 1 Increased usage of the intranet Need to establish desired Website traffic metrics target 2 Intranet content remains up-to-date, Need to define tolerable Periodic audit of content complete and accurate level of outdated, incomplete or inaccurate material 3 Interactive applications and planned Need to identify desired Number of IT tickets functionality work as intended 4 Criteria related to operational efficiency (TBD, based on procedures/processes that are redesigned/automated) target TBD TBD In Scope General intranet site for the Society, department level and Board level collaboration sites The intranet will provide a vehicle for Society stakeholders to communicate, collaborate and disseminate information to internal Society-wide users, including, but not limited to staff, volunteers, contractors, interns and Board of Trustee members The intranet will provide access to both unsecured content and secured content requiring user authentication A consistent site template(s) and naming convention(s) will be developed for content in order to support efficient search capabilities for information on the intranet The intranet will provide mechanisms for collaboration, managing meetings and meeting materials, and presenting a searchable organizational directory and contact information for specialty groups, e.g. working groups and steering committees. The intranet will provide content owners with the ability to easily modify content Select operational processes will be redesigned in order to automate them for the intranet and produce efficiencies As required, the intranet will support current features of the internal facing content currently housed on maingate.czs.org (Maingate) A support model will be developed to maintain the intranet on an ongoing basis A documented Information Architecture diagram and site map are expected Recommendations for single sign-on options for integrating out-of-scope third party applications A roadmap for CZS to integrate the SharePoint site with Project Server Out-of-Scope Society processes that do not include a touch point/interface with Maingate and/or the Intranet are excluded from the scope of the Intranet Project, e.g. payroll direct deposit advises and purchase order approval Some online collaboration solutions include integration to support meeting management Replacing the Society s existing capabilities Project Management capabilities within SharePoint. The Society will deploy Project Server after the SharePoint and Intranet implementation. 2 P a g e

3 Assumptions and Dependencies The Society has decided to deploy to Office 365 and SharePoint Online. In regards to documents, we have two shared, network-accessible, SAN-hosted volumes. The first is for Societywide collaboration and stores documents and files from all departments. The second is limited to the Animal Programs department s file sharing needs. Some other individuals and departments have access to some of those files. There is no formal organization to the folder and file structures on these shared volumes. That said, we would like to make most if not all files on these drives accessible to users of the Intranet and/or SharePoint Team sites. Also, we are in the planning stages of implementing a DocuWare document management and workflow solution. This initial phase is limited in scope to migrating paper-based processes in Human Resources, Finance, and Catered Events to electronic workflows, data capture and document management. Feature Sampling In early 2017, we conducted a limited survey to evaluate needed features. The list below shows a rough prioritization of requested features. 1. General Features a. Crisp navigation, layout and clean content, following brand identity standards b. Improved Search both site content and documents c. Mobile-device friendly 2. Information & News a. Institutional Calendar (including room availability) b. Updated Staff bulletins and communications c. Searchable animal species list and/or fact sheets d. Information on exhibit renovations, closings 3. Staff Information a. Staff listings by department along with job title, org chart, phone #, photo, and language s/he speaks, etc. b. Be able to see a list of all working groups along with who is assigned to each group and who is leading each group c. Department org charts d. Up-to-date Radio list e. Available Training classes 4. Documents a. Policies and Exhibits -- easily searchable, with Table of Contents and Index b. Emergency preparedness & safety i. Storage of plans, incident response guide, Everbridge/Alertus link ii. Accessible to volunteers c. SharePoint as a department storage for departmental procedures d. Policies and Exhibits i. Searchable ii. Downloadable PDF 1. For entire policy book, as well as 2. Individual policies and exhibits 5. Communications & Collaboration a. Outlook access OWA b. All reports centrally located c. Sharing documents internally and for those who work remotely 3 P a g e

4 d. Post census (attendance) report e. While the technologies are not in scope, Integration with them is. i. Video conference component, e.g. Skype ii. Instant messaging 6. Processes a. Electronic approvals for all forms petty cash, expense reports, etc. b. Central repository for CZS non-workflow forms c. IT User Access Request Form i. General Information capture, e.g. phone needed, computer needed, etc. ii. Exchange DL access specific approval iii. Share Drive root folder access specific approval iv. Application/System access 1. Specific approval 2. Role & Location v. Manager s approval 7. Finance a. Forms from Finance i. Payroll Deduction and Cancellation ii. Refund Request form iii. Request for invoice form iv. Request for Wire transfer-ach v. CZS RFP Template b. CZS substitute Form W9 and Instructions 8. Animal Program features a. Individual Department policies and documents b. AP Policies and documents c. AP Meeting agendas and meeting notes RFP Deliverable Components Each responding bidder should be sure to provide the following details in the proposal. 1. Organization background a. Company history b. Background with Microsoft technologies, specifically SharePoint, identifying most recent version(s) and modes, i.e. on-premises, online, or hybrid. c. Background with proposed third party solution(s), if any d. Custom development background e. Proposed team profiles and roles 2. Addressing Objectives a. Document Management i. How do you propose integrating SharePoint document management into or alongside the DocuWare system? ii. What sort of information architecture and/or taxonomy do you propose and how will we migrate our current documents to that? Or, how do you approach information architecture design and what more would you need to know in order to more fully develop the IA for the Society intranet? iii. If possible, please provide samples of document management and/or Information architecture projects you have successfully completed. 4 P a g e

5 b. Workflow i. How do you propose integrating SharePoint workflow into or alongside the DocuWare system? ii. Do you propose a third party solution for workflow creation and management for those workflows outside of the aforementioned DocuWare scope? If so, what solution(s)? c. Intranet i. Do you recommend building the intranet on SharePoint? If not, what platform do you recommend and why? ii. Provide examples of intranet(s) that your firm has built on top of the proposed intranet solution iii. Describe your approach to intranet and SharePoint integration and associated information architecture. d. Collaboration i. Provide examples of projects where collaboration with or within SharePoint was a key feature. e. Project Management i. Have you worked on any SharePoint sites that, as part of your involvement, integrated with Microsoft s Project Server platform? ii. How does implementing Project Server change the IA of the intranet and/or SharePoint architecture? 3. Methodology a. Describe your client/partner collaboration and development approach and methodology. 4. Deployment a. Provide an overview of your integration and configuration strategies. b. Describe your approach to End User management, e.g. training, adoption, engagement, etc. c. Describe your Change and Scope Management Processes. 5. Development a. Provide examples of successful SharePoint solutions where third party components, tools, etc. were used. b. Describe custom SharePoint development on successful SharePoint projects and explain why the solution was custom development versus third party tools versus stock SharePoint options. 6. Cost estimate(s); please break out the following elements or phases. a. Discovery b. Planning c. Development d. Deployment and e. End-user training Timeline This RFP is being distributed starting the week of July 31, Responses are due no later than 5pm August 29, Partner selection is expected to be completed by mid-september with a project kick off starting in October. Depending on responses and queries, we may choose to conduct a bidder conference call in August or September. Required Proposal Response Format RFP responses should be submitted digitally in PDF form. 5 P a g e

6 Basis for Award of Contract or Purchase Order The Society will award the contract to the proposal which demonstrates the best combination of price, experience and creativity. CZS Reservation of Rights CZS reserves the right to reject any or all proposals, without explanation, to waive irregularities and to accept a proposal which, in CZS sole judgment, is in the best interest of CZS. MBE/WBE/DBE/8(a) The Chicago Zoological Society is committed to ensuring that certified minority-owned business enterprises (MBE), women-owned business enterprises (WBE), disadvantaged business enterprises (DBE), and U.S. Small Business Administration 8(a)-certified (8(a)) firms are afforded opportunities to compete for and participate in the Chicago Zoological Society s purchasing activities. If your company is certified as an MBE, WBE, DBE or 8(a) company, please send your current certification with your response to this RFP. Vendor References No less than three (3) partner or client references should be provided. 6 P a g e

CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR

CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR The Chicago Zoological Society is soliciting proposals to provide pricing and quality customer service on disposables to be purchased from March 1, 2019 February 28, 2020. This document outlines the Society