Transcript
Centennial School District
Phone: 215-441-6000 x3007 Fax: 215-441-5105 www.centennialsd.org
Business Office 433 Centennial Road Warminster, PA 18974-5455
REQUEST FOR PROPOSAL CONDITIONS AND SPECIFICATIONS
AUTOMATED MESSAGING
REQUEST FOR PROPOSAL NUMBER 2014-15
Submission Date and Time:
DECEMBER 18, 1:30 p.m.
RFP Opening Date and Time:
DECEMBER 18, 1:30 p.m.
Destination for Delivery of RFPs:
Centennial School District Administration Building Business Office 433 Centennial Road Warminster, PA18974-5455
CENTENNIAL SCHOOL DISTRICT Administration Building Warminster, PA 18974-5455
RFP Number 2014-15
AUTOMATED MESSAGING
November 2013
The Centennial School District (CSD) is soliciting proposals on a project to provide automated messaging communication to families of students in the school district and other members of the community. These capabilities will include telephone calls, email messages, text messages, etc. The system will be populated by our student information system (SIS) and by the public opting to join/unjoin various distribution lists as they desire. The Centennial School District currently has approximately 5700 students. 1. Sealed proposals for furnishing the Centennial School District with this communication system shall be in the hands of Mr. Christopher Berdnik, Chief Financial Officer, Administration Building, 433 Centennial Road, Warminster, PA 18974-5455 on or before 1:30 p.m., December 18, 2013 and plainly marked on the envelope "AUTOMATED MESSAGING RFP No. 2014-15". 2. Proposals will be opened on December 18, 2013 in the Centennial School District Business Office, Administration Building, 433 Centennial Road, Warminster, PA 18974-5455 beginning at 1:30 p.m. 3. Each proposal totaling $10,000 or more must be accompanied by a Certified or Bank Issued Check or Bid Bond, made payable to Centennial School District, in the amount of 10% of the total proposal as a guarantee of successful completion of the contract. All checks submitted with proposals will be held uncashed and returned to all unsuccessful respondents when proposal is awarded. 4. Centennial School Board reserves the right to waive any or all the technicalities in this proposal. Respondents will guarantee the proposal price will remain firm for 90 days from date of the proposal opening. 5. The District reserves the right to increase or decrease quantities. 6. The Centennial School Board reserves the right to accept or reject any or all proposals and to determine for itself what shall be acceptable as equals. 7. All proposal quotes will include the cost of shipping if applicable. 8. Failure to complete and return the enclosed Non-Collusion affidavit with your proposal will result in disqualification. 9. Respondent agrees to adhere to Anti-Discrimination Clause included within the contents of this proposal. 10. Respondent will indicate if any or all of the services proposed are eligible as Priority 1 services for eRate reimbursement. If respondent’s services are eRate eligible, please provide the eRate SPIN number. 11. Automated messaging specifications 11.1. DATA SOURCE SUMMARY The District SIS is provided by Skyward. The District is looking for a system that will not only populate calling lists using data from the SIS, but will also provide traditional listserve functionality to members of the community who do not have students attending Centennial schools. The proposed system will need to not only import data from the SIS, it will need to integrate with it in order to place calls that are time-of-day sensitive such as attendance calls to home informing parents that their child is absent. Page 1
11.2. COMMUNICATION METHODS The system will be able to provide: 11.2.1. Regularly scheduled/automated telephone calls (i.e. attendance) 11.2.2. On-demand calls regarding individual events (school closures, reminders, etc.) 11.2.3. E-mail messaging 11.2.4. Cellular text messaging 11.2.5. Social media interface with Twitter, Facebook, etc. 11.3. The system will automatically download/update recipient data from the District’s SIS on a daily basis. Other lists, such as those containing recipients receiving attendance calls, will be updated automatically on an as-needed basis. 11.4. Lists shall be customizable by the District. Listed individuals will be sorted as the entire District, by school, grade, homeroom, bus number, etc. 11.5. List members will have the ability to customize how their messages are delivered. This would include messages of an emergency nature being delivered to their cellphone, while informational messages are delivered via email. 11.6. The District may record/type the message in multiple languages. Optionally, the system will translate English to Spanish, and other languages. Based upon the language spoken at home (as indicated by the SIS), the message will be delivered in the appropriate language. 11.7. Distribution lists that are grade level dependent will be updated automatically based upon the grade level indicated by the SIS data. EX. Last year’s tenth grade list will automatically be updated with this year’s tenth graders and include the simultaneous purging of last year’s tenth graders who are now in eleventh grade. 11.8. Lists populated by SIS data will be considered to be private and not may not be subscribed to by the general public. 11.9. Community members may subscribe to designated (public) lists autonomously and unsubscribe as they wish. 11.10. Communications may be to any combination of private or public lists. 11.11. Messages will not contain identifying information (name, email address, etc.) of list members. 11.12. Lists/recipients may be contacted via telephone, email, text messaging, social media or any combination of these methods. 11.13. The system will indicate on caller id that calls are coming from the Centennial School District. 11.14. Recipients will be able to “opt in” to receive cellular text messages if they wish to receive messages via that technology. 11.15. Electronic delivery messages, sent out as an emergency, will be delivered regardless of the delivery method (email, text, twitter, etc.) within ten minutes of the time sent. Emergency telephone calls destined for up to and including the entire school district will be delivered within fifteen minutes. Page 2
11.16. District will be able to specify a default email return address or enter a different District-based return address at the District’s discretion. 11.17. The annual cost will include unlimited calls/emails/text messages during the twelve month period. 11.18. As an option, proposal response should indicate costs, if any, to call members of the Centennial community who do not have students attending a District school. 11.19. Multiple users will have simultaneous ability to send messages. 11.20. There will be various levels of user permissions. System administrators will be able to do any function required to choose/change settings, add users, assign users to the appropriate permission level(s)/building, create lists, etc. Other building level users will have a subset of these permissions including the creation of building level lists and sending messages to lists associated with their building. 11.21. System can be accessed from anywhere and by computer, tablet, smartphone, standard cellphone and telephone devices. 11.22. System will provide word processing “like” formatting capability. 11.23. System will allow for attached document(s) in emails. 11.24. System will send out test calls to verify what the end user will see/hear. 11.25. System will allow for the recording of pre-recorded messages from any telephone/cellphone and store the recorded message for possible future use. 11.26. System will convert text to speech. 11.27. Live phone support will be available 24x7. 11.28. Initial training for up to twelve staff members. This training can be accomplished via webinar. The use of video conferencing technology is preferred. 11.29. Reports indicating delivery status, non-working numbers/addresses, etc. These reports will also include a list of recipients who block the telephone calls, and a contact history of all message attempts/deliveries to specific student ids, telephone numbers, and email addresses, etc. Additionally, a report indicating who has or has not logged in to the system to update their contact information is desired. 11.30. The system will have the ability to perform interactive telephone surveys. 12. If there are any questions concerning item description, quantity or other aspects of these specifications, please call Bob Reed at (215) 441-6000, ext. 11051. 13. Respondent should provide at least five installation references of comparable systems. K-12 references located in southeastern Pennsylvania, especially Bucks County school districts are preferred. References should include institution name, address, contact name, and telephone number. 14. Please provide one original on paper, one paper copy, and an electronic copy of your proposal. 15. The basis of the award will be best value, the proposal that meets or exceeds all or most specifications at an acceptable price point for the service, as solely determined by the District.
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AUTOMATED MESSAGING – PRICING SHEET RFP Number 2014-15 Centennial School District Business Office, Administration Building 433 Centennial Road Warminster, PA18974-5455
November 27, 2013
We propose to furnish an automated messaging system as per the specifications contained in the above referenced RFP: Installation................................................................................................................... $___________________ Annual Cost ................................................................................................................. $___________________ Total RFP cost: (Installation and Annual Cost) ..................................................... $___________________ Total Annual Cost Subject to eRate reimbursement ............................................... $___________________ eRate Spin Number ______________________________ Options (Please describe) Cost, if any, to call members of the Centennial community who do not have students attending a District school
$___________________
____________________________________________________________ ____________________________________________________________ ____________________________________________________________ $___________________
A Certified Check, Bank Check, or a Bid Bond in the amount of $_________________________ is enclosed. The Non-Collusion Affidavit is signed and attached ________ Respondent Proposal or Reference #_________________ Special Instructions/exceptions:
Are procurement cards (VISA) accepted for payment? YES or NO If procurement cards are accepted, are there any restrictions or conditions? Are ACH Payments accepted? YES or NO If ACH payments are accepted, are there any restrictions or conditions?
Firm Name
Authorized Signature
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Print Name
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ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by the school district, and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract.
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S. 1611 et seq.. governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restraint competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submissions of the bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.
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NON-COLLUSION AFFIDAVIT Contract/Bid No. __________ State of _________________________ : :s.s. County of _______________________ : I state that I am _______________________________ of ________________________________________________ (Title) (Name of Company) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers, I am the person responsible in my firm for the price(s) and the amount of this bid. I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before the bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit an intentionally high or noncompetitive bid or other form of complementary bid. (4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from, any firm or person to submit a complementary or other noncompetitive bid. (5) ___________________________________________________________, its affiliates, subsidiaries, (Name of my firm) officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that _____________________________________________________ understands and acknowledges (Name of my firm) that the above representations are material and important, and will be relied on by the Centennial School District when recommending for award the contract(s) for which this bid is submitted, I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Centennial School District of the true facts relating to the submission of bids for this contract.
___________________________________ (Signature) Sworn to and subscribed before me this ________ day of _______________________, 20____
___________________________________ Notary Public My commission expirers on __________________________________
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