PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK 73122
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1 PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK Request for Quotation for HOSTED CONTENT MANAGEMENT SYSTEM Date of release November 10, 2011 Due Date December 9, :00 p.m.
2 Preface The Putnam City School District is seeking a complete content management system to host teacher and school web pages. Quotations should be submitted using the cover sheet on the following page, which will provide a break-down of the entire project, hosting, setup, design, and any initial startup costs. Quotations should also include a complete list of all services provided. District contact for this project: Cory Boggs, Director Information Technology Services Office Phone: 405/ , ext cboggs@putnamcityschools.org
3 COVER SHEET (To be used as preface to responses to RFQ.) Hosted Content Management System Putnam City School District 5401 NW 40 th Oklahoma City, OK Vendor: Contact: Contact Telephone Number: Costs Annual hosting for 28 sites Applicable design for 28 sites Other charges TOTAL Quotation $ Erate Percentage of Eligible Services to be provided: % 2
4 Instructions to Vendors A. Responses to this solicitation received after the specified date will be considered late, and will be returned to the vendor. B. Quotes may be withdrawn at any time prior to the official due date and designated opening time. Alterations made before the opening time must be initialed by the vendor, guaranteeing authenticity. After the official opening, quotations may not be amended, altered, or withdrawn without the recommendation/concurrence of the District. C. Vendors will sign all responses agreeing to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of the proposal shall be twenty-eight (28) calendar days unless a different period is noted by the vendor. D. The District reserves the right to accept or reject, in part or in whole, any quotes submitted and to waive any technicalities in the best interests of the District. E. The preparation of quotations in response to this request will be at the sole cost and expense of the vendor and will not be chargeable under any order or subcontract that may arise therefrom. F. The District reserves the right to select the lowest responsible quotation based on current and future needs of the District. G. The District seeks to enter into a 1 year agreement starting July 1, 2012 through June 30, 2013 with two 1-year options to extend the contract starting July 1, 2013 and 2014 respectively. 3
5 Format of Quotations 1. General A. Provide the District with a detailed response to this RFQ which includes details for all services quoted. B. Provide timelines for design and set-up. Include the procedure for set up and implementation. C. Provide a point of contact (POC) who will respond to questions following proposal submission. D. Vendors will provide three (3) references. E. Vendors will provide a brief (one page) summary of their company background. F. Vendors will provide a narrative that outlines their methods for program support for endusers. G. Use the coversheet provided to preface your response. 2. Owner Rights By returning the Proposal with a price quote, vendors certify and agree that: (1) All charges, labor, supervision, project management, materials, and all costs associated with this service are included in the quoted prices. (2) The Contractor shall defend, indemnify, and save whole and harmless the District and all its holdings, agents, and employees from and against all suits, actions, or claims of any character, name and description brought for or on account of any injuries or damages (including but not limited to death) received or sustained by any person, persons, or property on account of, arising out of, or in connection with the performance of the work, including, without limiting, the generality of the foregoing, any negligent act or omission of the Contractor in the execution or performance of this contract. 4
6 (3) The Vendor shall not sell, assign, transfer or convey this contract in whole or in part without prior written consent of the District. (4) The parties herein agree that this contract shall be enforceable in Oklahoma County, Oklahoma, and if legal action is necessary to enforce it, exclusive venue shall lie in Oklahoma County, Oklahoma. (5) In case any one or more of the provisions contained in this contract shall for any reasons be held to be invalid, illegal, or unenforceable, it will not affect any other provision thereof and this contract shall be considered as if such invalid, illegal, or unenforceable provision has never been contained herein. (6) Changes or modifications to the mutually agreed scope of work, numbers and services, and capabilities provided, shall be considered Change Orders. Change Order management will be exercised by the District. All Change Orders must be approved in writing by the District Technology Director or designated representative. (7) All exceptions to the intent, terms and conditions of this Request for Quotation and awarded contract shall be submitted as a separate enclosure to the quote and titled Exceptions. (8) This contract shall be governed by, and construed, in accordance with the laws of the State of Oklahoma and all applicable Federal Laws. 5
7 4. Selection Matrix The following Selection Matrix will be used when evaluating responses to this Request for Quotation: Evaluation of Content Management System RFQ Factor Weight Cost of eligible hosting and services 30% Prior experience servicing the District 20% Support for teachers 20% Cross platform editing capabilities 15% Features 15% 5. Minimum Requirements Proposed application/system must meet the following minimum requirements: Easy interface for creation of web sites for novice users as well as advanced html editing for more advanced users. Public access to all of the features on the web site is not dependent on specific browser. The web interface is browser agnostic and works with commonly used browsers found on Windows, Linux, and Apple, as well as ios and Android mobile devices. Web site capable of being organized into multiple departments and divisions within departments with the ability for users to create such subsites based on unique sets of rights and privileges. Basic built-in graphic editing capabilities, ie. resize, crop, rotate. Intuitive and consistent options for navigating the web site. Multiple levels of access, completely contained within the website infrastructure, and not reliant upon District directory information. Web interface options that can accommodate individuals with disabilities in accordance with the American(s) with Disabilities Act (ADA). Capability of the general website administration staff to: o Control the size and types of images used within the site. o Control the design templates being used by individual teacher sites. o Report number of visits to individual sites. Provide the ability to create custom forms. Vendor provides custom design services for each school site. Video training tutorials available. Live chat help available for users. 6
8 Method of document management. Ability to password protect individual pages. Calendaring system that can be shared throughout the organization. Blogging capabilities whereas a teacher can password protect the blog page and have the ability to manually approve post prior to publishing. Past versions (rollbacks) of content can be retrieved from the CMS. Designated levels of roles for differentiated security. Template system must be incorporated into the product design in which a user can select pre-designed templates for types of page and site design. Provisions for Meta-data content such as date, content owner, copyright, keywords. 6. Desired Features The following is a list of additional features and capabilities the District is seeking in website services. The list is not intended to be all inclusive, nor is it intended to represent a minimum of features and capabilities: Mechanism for members of the public to convey comments, suggestions or questions concerning the website design or information. Ability to host podcasts. Large file hosting. 7
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