MUSKEGON COMMUNITY COLLEGE: RFP: On-Line Course Catalog System

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1 PROJECT OVERVIEW Through this Request for Proposals (RFP), Muskegon Community College intends to secure an on-line Course Catalog system with professional implementation services. Over the past few months, the College has been researching systems to automate its current manual process of compiling, creating and posting its course catalog to the public web every semester. While several vendors have provided product demos and budgetary quotes and we had arrived at a tentative decision a few weeks ago, we have decided to formalize the final bidding process to make sure we have our facts straight and give interested bidders an equal opportunity at preparing a final proposal with their most favorable pricing. PUBLIC STATEMENT MCC was founded as Muskegon Junior College in 1926, and has been continually accredited by the Higher Learning Commission since The community college district was created via the Michigan Constitution of 1963 along with an elected Board of Trustees. The college is presently undergoing the most ambitious upgrade of its facilities since moving to its current campus location, an Alden B. Dow designed facility, in A new state-of-the-art 40,000 square foot Science Center and renovated science, technology, engineering and mathematics space opened in Other facilities scheduled to be built or completed by 2018 include: The Downtown Center, which will be home to the Applied Technology programs and the Rooks Sarnicola Entrepreneurial Institute; the Health and Wellness Center; and the Arts and Humanities Center. Additionally, the college recently acquired the Lakeshore Fitness Center along Muskegon Lake. The college is located on a 111-acre campus in Muskegon, with extension centers in Coopersville, Fremont, Grand Haven, Holland, and Newaygo. RECEIPT OF PROPOSALS To be considered for acceptance, all proposals must be mailed, delivered, or ed by 2:00 p.m. EST time on Friday, September 9, 2016 to the attention of Amy James, Muskegon Community College, 221 S. Quarterline Rd., Muskegon, MI amy.james@muskegoncc.edu. Proposals submitted via , should not include any zipped or executable files as these will be blocked by the College s security system and may not be considered as received on time. Page 1

2 Proposals must be signed by an individual with authority to enter into a binding contract and the authority of the individual signing must be stated thereon. INQUIRIES Inquiries pertaining to this RFP are to be directed to Amy James at Amy.James@muskegoncc.edu. Responses to clarifications will be shared with all organizations that were invited to submit a proposal. MCC will not be bound by any oral responses. PROPOSAL RESPONSE FORMAT: Two Sections 1. Using only the BID RESPONSE FORM found at the end of this document, answer specification questions and state fees for described services, providing a cost breakdown for each component where applicable. Clearly identify any reimbursable expenses and where possible, hourly (time and material) contracts must include a good faith estimate of costs based upon the scope of work defined and the vendors experience with similar assignments. Vendors will not be contractually bound to good faith estimates. 2. Bidders must provide a sample of the services contract for review. CONTACT PERSON Please identify by name, telephone number and address, the person or persons whom the College may address questions to during the evaluation of proposals. AWARD OF PROPOSAL The College may award a contract based upon the initial proposal without further discussion of such proposals. Accordingly, each initial proposal should be submitted with each respondent s most favorable fee and service capabilities. The College will award a contract to the one firm that it believes offers a proposal that is in the best overall interest of the institution. Page 2

3 MANDATORY BID SUMMARY FORM - BASE BID The College must be able to compare services and respective cost across proposals from different respondents in a meaningful way. As such, bid responses must follow the format defined in section 6 and include this form. The respondents should recognize that it is difficult to determine exact requirements until all the costs have been understood, and should therefore prepare their proposals in such a manner that the cost implications of choosing optional services or levels of service over and above a base service set are clear and easy to understand. The criteria below should be used in preparing the price schedule for the BASE BID. These criteria may be expanded to provide more detail in the categories specified, if needed. Clearly state if a feature set is not present or only partially supported by your solution. If a feature set is optional in the base product or your base bid), please state the line item cost in the comments section and the total cost of that option in section 3, Optional Services. The table includes specific entries which may or may not be required or applicable; all sections must be completed, however; respondents shall mark non-applicable or zero-cost fields with 0 (zero), N/A or No Bid. 1. Validation of product/system specifications and feature set Based on 3,148 FTE s: Content Response (Short) Comments Produce multiple catalog versions at same time for different years? Compare courses and highlight differences? Color code changes? Search capabilities? What types? Custom dictionary? Add comments to courses/programs? Insert content from other sources? Attach documents (word, excel, pdf) to courses and programs? Online links to other courses, references? Page 3

4 Change course info. once, update in many (programs/curriculum)? Copy course info. from course to course easily? Build from a common template? Workflow Graphical and simple? alerts? Reviews and approvals. Sequential and concurrent? Easy to identify bottlenecks? Auto s on aging or late tasks? Schedule Keep an overall publication schedule with point in time status? Identify bottlenecks? Assign tasks and authors and track status? Interfaces Interface to Ellucian Colleague? Bidirectional? How to add missing data elements (Data is in Colleague but not in vendor software)? What data is passed in the interface? Course info, program info, degree tables? Security Use Active Directory? Single Sign On via Ellucian Portal? Easy to assign security to authors/approvers? Form security: field level, author vs. approver, type setting, read only, text only? Page 4

5 Output Can catalog be Muskegon Branded? Create personal catalog or my catalog? Social media interface for e-catalog? PDF output? Word document output? Print catalog to paper (hard copy)? Send catalog to print shop? Formats? ADA compliant? Reporting Number of reports that come with the system? Can we create our own reports? Need additional software? (include in optional cost table)? Training How long is training? What types? Train the trainer program or all vendor led? Help desk available for end user questions/issues? 5x8? Cost included in base cost? Technical Cloud or on-site? Browser based or software loaded to PC? Windows and Mac compatible for authors/reviewers? SharePoint interface (Ellucian Portal)? User licenses - named or concurrent? Curriculum Mgt approval of courses/programs? Page 5

6 2. Base bid: Software, professional services and annual re-occurring charges. The base bid should include creating the credit course catalog, the credit schedule of classes and the Continuing Education schedule of classes. It should also include an interface to our Ellucian Colleague System. The base bid should NOT include any modules for Curriculum review and approval. That should be noted in Optional Services, Section 3. Start-up & Implementation Services Base Software $ Ellucian Colleague Interface $ One time, all inclusive, installation, set-up and $ configuration fee(s) Not-to-exceed travel costs $ Other reimbursable expenses $ Project Management fee(s) $ Other (expand/detail as req d) $ Fees for a credit course catalog, credit schedule $ of classes and Continuing Education schedule of classes. Total ONE TIME implementation costs $ Reoccurring ANNUAL costs Expand/detail as required. $ $ Total reoccurring annual cost $ Page 6

7 3. Optional Services/Bid alternates Fee table for optional services (not part of base bid). Repeat table and/or entries as required for each optional service. Bidder shall assume services would be implemented at contract inception. Start-up & Implementation Services One time, all inclusive, installation, set-up and $ configuration fee(s) Other reimbursable expenses $ Project Management fee(s), $ Other (expand as req d) $ Total ONE TIME implementation costs $ Reoccurring ANNUAL costs [Itemize service here] $ $ Total reoccurring annual cost $ ALL PRICING/PROPOSALS MUST REMAIN VALID FOR A PERIOD OF 90 DAYS (MINIMUM) FROM PROPOSAL OPENING DATE. Page 7

8 DECLARATION. The undersigned agrees to the provisions of contract documents and hereby affix authorized signature(s): Signature(s): Title: Company Name: Address: City: State Zip Code Telephone Number: Fax Number: address: Print Name of Signature: Date: IT IS MANDATORY OF ALL CONTRACTORS TO RETURN THIS SHEET FULLY COMPLETED WITH THEIR PROPOSAL Page 8