Request for Quote (RFQ) # For Idaho Commission for Libraries. Online Statistics Collection Tool

Transcription

1 Request for Quote (RFQ) # For Idaho Commission for Libraries Online Statistics Collection Tool 1. Purpose The Idaho Commission for Libraries (ICfL) intends to award a contract to a qualified vendor to provide a commercial-off-the-shelf ( COTS ) out of the box ready to run online tool for the required collecting (Idaho Code and ), viewing, editing, and uploading or reporting of Idaho public library statistical data and library contact information to Idaho and IMLS/Census databases. The contract would begin on July 1, Initial Term of Contract and Renewals: Initial term of the Agreement will be for implementation, testing, and acceptance, plus three (3) full years. The annual renewal pricing will not exceed 4% over the previous year s term for licensing and maintenance without nullifying the renewal. The contract may be extended for up to four (4) additional terms of one (1) year each. The total contract term, including all extensions, may not exceed seven (7) years. 2. Deliverables The expectations are that the acquired system will be capable of the following: User Functions 2.1 Access the survey on-line with password protection with full browser and platform support for all major desktop and mobile browsers including MS IE, Firefox, Goggle Chrome, Opera, Apple Safari and all variants based on the Mozilla and Webkit platforms. 2.2 Online 24/7 access for up to 150 public libraries to enter their data. 2.3 Tab from field to field 2.4 Access definitions included in on-line Help attached to each corresponding question 2.5 View previous year's data for reference and comparison to current year's data 2.6 Flag questions within the survey 2.7 Automatically calculate totals within categories, e.g. collections, expenditures, revenue, programs, etc. 2.8 Annotate each question with a local, state, or federal note 2.9 Perform state and federal edit checks, which are customized and built-in 2.10 View all unanswered questions, all flagged questions, and all questions not passing an edit check 1

2 2.11 Call a dedicated number for technical assistance 2.12 Automatically bookmark your place, starting where you last left off and saved data within the survey 2.13 Use flexible input controls including text-box, radio-box, and combo-box options Reporting Functions Users and Administrators 2.14 Print a blank copy of the entire survey, an entire copy of the survey containing the data for the current year, and an entire copy of the survey containing the data for the preceding year 2.15 Print an individual library s report and data 2.16 Print a blank section of the survey, a section containing the data for the current year, and a section containing the data for the preceding year 2.17 Print federal, state, and local annotations from the entire survey or from a single section Administrator Functions 2.18 Receive an when a reporting library submits its report, and/or direct an be sent to multiple addresses 2.19 Call a dedicated number for technical assistance 2.20 View a library's report and data without locking out the library 2.21 View and edit any respondent s survey and responses 2.22 View the list of start and submit dates for those completing the survey 2.23 Lock and unlock respondents surveys 2.24 Generate a Microsoft Excel file of all the submitted data to date 2.25 Notification 48 hours prior to scheduled maintenance/down time. 3 Agency Overview The Idaho Commission for Libraries is located in the Executive Branch of state government and is governed by the Board of Library Commissioners, which is appointed by the governor. The mission of the Idaho Commission for Libraries is to assist libraries to build the capacity to better serve their clientele. Services performed by the contractor will be paid with grant funds through the Library Services and Technology Act, a program of the Institute of Museum and Library services and administered by the Idaho Commission for Libraries. The State of Idaho reserves a royaltyfree, nonexclusive and irrevocable right to publish, disseminate, or otherwise use all products, materials, and/or reports developed under this contract for its own purposes. 2

3 4 Schedule of Events Date March 21, 2014 March 31, 2014; by 5:00 p.m. MT April 10, 2014, by 5:00 p.m. May 20, 2014 Activity or Item RFQ release date Deadline for submission of questions regarding RFQ. Questions must be sent in writing using the RFQ # Online Statistics Collection Tool Offerer Questions Attachment 3 via to the lead at sandy.hetzel@libraries.idaho.gov. Official answers to all written questions will be posted on the state s eprocurement System (IPRO) as an amendment to this RFQ by May 27, Quotes must be received. The quote may be submitted electronically via IPRO ( ed to sandy.hetzel@libraries.idaho.gov, or manually to the Idaho Commission for Libraries. ed and manually submitted quotes must be submitted with the Idaho Commission for Libraries supplied signature page. If submitting your proposal via IPRO, you must upload all required documents. For your cost in IPRO, enter 0 and upload the required documents. Contract will be awarded on or before The agency reserves the right to reject any or all quotes. The agency reserves the right to request a demonstration as needed. Award determination will be made upon compliance and the total cost that will fit within our budget. 5 INSTRUCTIONS FOR SUBMISSION OF QUOTE RFQ Lead: Sandy Hetzel Buyer Idaho Commission for Libraries 325 W. State Street Boise, ID sandy.hetzel@libraries.idaho.gov A complete quote must include: A. Cover letter; B. Completed Idaho Commission for Libraries Signature Page; C. Completed Mandatory Pricing Sheet Attachment 1; D. Completed Mandatory Compliance Sheet Attachment 2. 3

4 Cover letter must include the following. Identification of the Offerer s corporate status. Offerers must include their tax identification number. The Offerer must be a legal entity with the legal right to contract. A declarative statement of the offerer s compliance with affirmative action and equal employment regulations. A declarative statement that the offerer is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs. A declarative statement affirming the offer will be firm and binding for sixty (60) days from the RFQ closing date. A declarative statement indicating the offerer s acceptance of and willingness to comply with the requirement of the RFQ and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions available online at [Pricing Schedule Follows] 4

5 Mandatory Pricing Sheet Attachment 1 Online Statistics Collection Tool RFQ # for Idaho Commission for Libraries (ICfL) This Pricing Sheet must be completed in its entirety, and returned with a completed Idaho Commission for Libraries Signature Page (with a handwritten signature), completed Mandatory Compliance Sheet, and Cover Letter in order for your quote to be considered. Pricing submitted in any other form will not be considered. Company Name: Quote Submitted By: Title: Phone Number: Address: Cost for implementation and Year One Software Licensing and Maintenance $ Software Licensing and Maintenance For Year Two $ Software Licensing and Maintenance For Year Three $ Invoicing for each contract year (1 invoice per year): 1. Identification of invoicing period; 2. Total amount invoiced for the contract period; 3. Detailed description of services/products provided and total cost; 4. Name of authorized individual/contact information for Contractor. 5

6 Instructions for Mandatory Compliance Sheet Attachment 2 For the following Mandatory Compliance Sheet: 1. Offerer must provide the name of the quoting company in the Vendor Name field. 2. All listed requirements are mandatory requirements of the solicited COTS solution. Offerers are to respond to each requirement in the Comply Yes/No field indicating whether the offered solution meets the requirement or not. If the offerer s solution meets the requirement without any modification to the system, offerer s are to state Yes and describe in detail how the proposed solution complies. If the offerer s solution does not meet the requirement, or requires customization in order to meet the requirement, offerers are to state No. 6

7 Mandatory Compliance Sheet Attachment 2 This form must be completed and returned as your Mandatory Technical Compliance Sheet Vendor Name: Expectation Description (The system or vendor will be capable of the ID # following ) 2.1 Access the survey on-line with password protection with full browser and platform support for all major desktop and mobile browsers including MS IE, Firefox, Goggle Chrome, Opera, Apple Safari and all variants based on the Mozilla and Webkit platforms. 2.2 Online 24/7 access for up to 150 public libraries to enter their data. 2.3 Tab from field to field. Comply Yes/No Describe in detail how the proposed solution complies. 2.4 Access definitions included in on-line Help attached to each corresponding question. 2.5 View previous year's data for reference and comparison to current year's data. 2.6 Flag questions within the survey. 2.7 Automatically calculate totals within categories, e.g. collections, expenditures, revenue, programs, etc. 2.8 Annotate each question with a local, state, or federal note. 2.9 Perform state and federal edit checks, which are customized and built-in. 7

8 Expectation Description (The system or vendor will be capable of the ID # following 2.10 View all unanswered questions, all flagged questions, and all questions not passing an edit check Call a dedicated number for technical assistance. Comply Yes/No Describe in detail how the proposed solution complies Automatically bookmark your place, starting where you last left off and saved data within the survey Use flexible input controls including text-box, radiobox, and combo-box options Print a blank copy of the entire survey, an entire copy of the survey containing the data for the current year, and an entire copy of the survey containing the data for the preceding year Print individual library s report and data Print a blank section of the survey, a section containing the data for the current year, and a section containing the data for the preceding year Print federal, state, and local annotations from the entire survey or from a single section Receive an when a reporting library submits its report, and/or direct an be sent to multiple addresses Call a dedicated number for technical assistance. 8

9 Expectation Description (The system or vendor will be capable of the ID # following 2.20 View a library's report and data without locking out the library View and edit any respondent s survey and responses. Comply Yes/No Describe in detail how the proposed solution complies View the list of start and submit dates for those completing the survey Lock and unlock respondents surveys Generate a Microsoft Excel file of all the submitted data to date Notification 48 hours prior to scheduled maintenance/down time. 9

10 RFQ # Online Statistics Collection Tool Offerer Questions Attachment 3 Question # Question Response