LEGAL NOTICE SULLIVAN COUNTY COMMUNITY ......December 15, 2016 DD Key Events Questions/Requests for...

LEGAL NOTICE

SULLIVAN COUNTY COMMUNITY COLLEGE

Sealed proposals for the following RFP will be received by Stephen Samuel, at Sullivan County Community

College, 112 College Road, Loch Sheldrake, New York 12759 (845) 434-5750, extension 4267 until 2:00 PM,

Friday, January 20, 2017.

RFP: Learning Management System Software and

Related Maintenance, Support, and Professional Services

Information and specifications may be obtained from the Purchasing Services Office at the above address or

online at http://www.sunysullivan.edu/purchasing/. All proposals are subject to terms and conditions therein set

forth.

Dr. Stephen Mitchell,

Associate Vice President

Planning, Human Resources and Facilities

http://www.sunysullivan.edu/purchasing/

Page ii RFP for Learning Management System Software and Related Maintenance, Support, and Professional Services

112 College Road Loch Sheldrake, NY 12759

Dec.19, 2016

Dear Prospective Bidder:

Sullivan County Community College and Sullivan County Community College invite you to respond to

the enclosed RFP (request for proposals) to provide Learning Management System Software and related

maintenance, support and professional services for a five-year period, beginning September 1,2017 and

extending up to July 31, 2021. All proposals will be due on or before Monday, January 20, 2017 at 2 PM in the

Office of the Purchasing Department.

The bid packet can be download at http://sunysullivan.edu/category/home/about-sullivan/offices/associate-vp-

for-planning-human-resources-facilities/office-of-purchasing/

Questions regarding content of LMS form, should be directed to Shirley Sinacore, at 845-434-5750, ext. 4442.

Thank you.

Very truly yours,

Stephen Samuel

Enc.

http://sunysullivan.edu/category/home/about-sullivan/offices/associate-vp-for-planning-human-resources-facilities/office-of-purchasing/


Page iii RFP for Learning Management System Software and Related Maintenance, Support, and Professional Services

SUNY Sullivan

Request for Proposals (RFP)

Learning Management System Software and

Related Maintenance, Support, and Professional Services

Ref. No. 1 – TTC - Revised

Deadline for Submissions:

2:00 PM, Friday, January 20, 2017

RFP for Learning Management System Software and Related Maintenance, Support, and Professional Services

Table of Contents SUMMARY OF INFORMATION FORM...................................................................................................................... 5

SECTION 1: OVERVIEW/GENERAL REQUIREMENTS ........................................................................................... 6

1.01 Overview ............................................................................................................................................................... 6

1.02 Outline of RFP ...................................................................................................................................................... 6

1.03 Contract Term ....................................................................................................................................................... 7

1.04 Contract Termination .......................................................................................................................................... 7

1.05 Invoicing Requirements ...................................................................................................................................... 7

1.06 Retention of Records ............................................................................................................................................ 7

1.07 Notices ................................................................................................................................................................... 8

SECTION 2: TECHNICAL REQUIREMENTS/SCOPE OF WORK ........................................................................... 8

2.01 Application Functionality ................................................................................................................................... 8

2.02 Services .................................................................................................................................................................. 9

SECTION 3: RESPONDENT QUALIFICATIONS ..................................................................................................... 10

3.01 Minimum Respondent Qualifications ............................................................................................................. 10

3.02 Executive Summary ........................................................................................................................................... 10

3.03 References ........................................................................................................................................................... 12

SECTION 4: EVALUATION & METHODOLOGY OF AWARD ............................................................................ 13

4.01 Competitive Process .......................................................................................................................................... 13

4.02 Best Value Evaluation ........................................................................................................................................ 13

4.03 Acceptability of Proposals ................................................................................................................................ 13

4.04 Three-Phase Evaluation: Administrative, Technical, and Cost ................................................................... 14

4.06 Award .................................................................................................................................................................. 15

4.07 Selection ............................................................................................................................................................... 15

4.08 Contract Award .................................................................................................................................................. 16

4.09 Termination of Contract .................................................................................................................................... 16

SECTION 5: PROPOSAL SUBMISSION REQUIREMENTS .................................................................................... 16

5.01 Information to be Included in Proposal .......................................................................................................... 16

5.02 Complete Responses .......................................................................................................................................... 17

5.03 Clear Proposal .................................................................................................................................................... 17

5.04 Submittal of Information ................................................................................................................................... 17

5.05 Deviations from Proposal ................................................................................................................................. 17


5.06 Submit Sealed Proposals ................................................................................................................................... 17

5.07 Notary Acknowledgement of Respondent’s Signature Required ............................................................... 17

5.08 Documents to be Submitted ............................................................................................................................. 17

5.09 “Submit To” Address for Proposal Proposals ............................................................................................... 18

5.15 Specific Proposal Instructions .......................................................................................................................... 18

5.16 Respondent Questions....................................................................................................................................... 19

5.17 Proposal Opening .............................................................................................................................................. 19

SECTION 6: GENERAL INFORMATION ....................................................................................................................... 20

6.01 Electronic RFP ..................................................................................................................................................... 20

6.02 SUNY Sullivan’s Reserved Rights ................................................................................................................... 20

6.03 Contract Award .................................................................................................................................................. 21

SECTION 7: GENERAL TERMS AND CONDITIONS ............................................................................................. 21

7.01 Free and Open Competition ............................................................................................................................. 21

7.02 Notification of Errors, Inquiries and Interpretation ...................................................................................... 21

7.03 No Claims or Rights .......................................................................................................................................... 21

7.04 Conflict of Interest.............................................................................................................................................. 21

7.05 Respondent’s Terms and/or Conditions ......................................................................................................... 22

7.06 Acceptance of RFP Content .............................................................................................................................. 22

7.07 Services Outside Scope of Contract Awarded ............................................................................................... 22

7.08 Binding Effect ..................................................................................................................................................... 22

7.09 Confidentiality/Freedom of Information Law ............................................................................................... 22

7.10 Minority and Women-Owned Business Enterprises (MWBE) .................................................................... 29

7.11 Equal Employment Opportunity Requirements ........................................................................................... 23

7.12 Encouraging Use of New York State Businesses in Contract Performance ............................................... 23

7.13 Office of Federal Contract Compliance Programs ........................................................................................ 24

7.14 Governing Law ................................................................................................................................................... 24

7.15 Omnibus Procurement Act of 1992 ................................................................................................................. 25

7.16 Exhibits ................................................................................................................................................................ 25

7.17 Compliance ......................................................................................................................................................... 25

7.18 Indemnification .................................................................................................................................................. 25

7.19 Liability ................................................................................................................................................................ 25

7.20 Insurance ............................................................................................................................................................. 25


7.21 Workers Compensation..................................................................................................................................... 28

7.22 Travel ................................................................................................................................................................... 28

7.23 Termination ......................................................................................................................................................... 28

7.24 New York State Information Security Breach and Notification Act ........................................................... 29

7.25 Smoke Free SUNY Sullivan .............................................................................................................................. 29

Notary Acknowledgement ........................................................................................................................................... 30

SECTION 8: Attachments ............................................................................................................................................. 31

Attachment 1: Proposal Submission Checklist ...................................................................................................... 32

Attachment 2: Respondent Qualifications Submission Form .............................................................................. 33

Attachment 3: Non-Collusive Bidding Certification ............................................................................................. 35

Attachment 4: Survey of Features & Functionality of Respondent’s Proposed LMS ....................................... 37

Attachment 5: Cost Proposal Form ......................................................................................................................... 48


SUMMARY INFORMATION FORM

THIS PAGE MUST BE SIGNED AND RETURNED WITH RESPONDENT’S RESPONSE RFP #: 1 - TTC RFP Title: RFP for Learning Management System Software

and Related Maintenance, Support, and Professional Services

RFP Release Date:

December 15, 2016

DD

Key Events

Questions/Requests for clarification due 4:00 PM, Wednesday, January 11, 2017

Response to questions/requests for clarifications issued COB, Friday, January 13, 2017

Pre-Proposal Conference (if applicable) Not applicable

Site Visit (if applicable) Not applicable

Proposal Due Date and Time 2:00 PM, Friday, January 20, 2017

Demonstrations (May be Onsite or Remote) January 24 – January 31, 2017

Anticipated Notification of Award February 3, 2017

Finalization of contract documents, approval by Attorney General

and Office of the State Comptroller

February 4, 2017 – March 4, 2017

Anticipated Contract Start Date March 5, 2017

Anticipated Term Length of Contract (from date of award) Five (5) Years

SUNY Sullivan reserves the right, in its sole discretion, to modify the above schedule. Respondents will be notified via email (or fax if

email not provided) of any changes in a timely manner

Designated Contact Information

Primary Contact: Stephen Samuel Technical Assistant I - Purchasing SUNY Sullivan 112 College Road, Loch Sheldrake, NY 12759 (845) 434-5750 [email protected]

Secondary Contact: Cheryl Welsch Director of Institutional Computing SUNY Sullivan 112 College Road, Loch Sheldrake, NY 12759 (845) 434-5750 [email protected]

Other Contact: Shirley Sinacore

Coordinator of Instructional Design

and Online Learning

112 College Road, Loch Sheldrake, NY

12759

(845) 434-5750

[email protected]

Respondent Information

Legal Business Name of Company Proposing:

Respondent’s Federal Tax Identification

No.:

D/B/A – Doing Business As (if applicable):

NYS Vendor ID Number (See Exhibit B,

Section 16):

Street Address:

City/State: Zip Code:

If applicable, place an “x” in the appropriate box: (check all that apply)

Small Business (if checked, provide # of employees ____) Disabled Veteran Owned Business

Minority Owned Business (NYS Certified) Women Owned Business (NYS Certified)

If you are not submitting a Proposal, place an “x” in the box and return this page only. We are unable to submit a

Proposal at this time because:

Respondent’s Signature:

Title:

Printed Name:

Date:

THIS PAGE MUST BE SIGNED AND RETURNED WITH RESPONDENT’S RESPONSE

mailto:[email protected]




SECTION 1: OVERVIEW/GENERAL REQUIREMENTS

1.01 Overview

The objective of this Request for Proposals (RFP) is to identify and select the most qualified software

company for the State University of New York at Sullivan (SUNY Sullivan) to contract with for a

modern, reliable, secure, and flexible learning management system (LMS) that is compatible with the

College’s existing administrative system. Respondents must be able to demonstrate a minimum of

three (3) years of experience successfully providing learning management system products and

services to colleges and universities. The agreement to be awarded as a result of this RFP will have a contract term of five (5) years, and

shall include software licensing, upgrades, maintenance, support, and training. The objective is to

implement a new LMS by early May 2017; install, test and pilot the system through August 10; and

bring the system online for general use by mid-August 2017.

Since 2011, the College has been using Blackboard to teach in-person, online, and hybrid courses. The

College’s current environment includes the following software systems:

Learning Management System (LMS): Blackboard (Hosted)

Student Information System (SIS): Jenzabar EX

Authentication: LDAP or ADFS

Email: Google Apps for Education

1.02 Outline of RFP

This Request for Proposals (RFP) outlines the terms and conditions, and includes all applicable

information required for submitting a proposal. To ensure compliance with the RFP requirements,

and to prevent disqualification, Respondents must follow all instructions in Section 5, “Proposal

Submission Requirements.”

This RFP is organized in to eight (8) sections:

Section 1: Overview/General Requirements

Section 2: Technical Requirements/Scope of Work

Section 3: Respondent Qualifications

Section 4: Evaluation and Methodology of Award

Section 5: Proposal Submission Requirements

Section 6: General Information

Section 7: General Terms and Conditions

Section 8: Attachments (1-Proposal Submission Checklist; 2-Respondent Qualifications Submission Form; 3-Non-

Collusive Bidding Certification; 4-Survey of Features & Functionality of Respondent’s Proposed LMS; 6-Cost

Proposal Form.)

Competition and Maintaining a Fair and Open Process

As mentioned above, the State's procurement process is designed to:

•Ensure fair and open competition;


•Guard against favoritism, improvidence, extravagance, fraud and corruption;

•Ensure that the results meet agency needs;

•Provide for checks and balances to regulate and oversee agency

1.03 Contract Term

The contract shall have a term of five (5) years, beginning March 5, 2017 and ending August 31, 2022.

SUNY Sullivan shall have the right to terminate the contract early in accordance with the terms and

conditions outlined herein in “Section 1.04, Contract Termination” and “Section 7.31, Termination.”

1.04 Contract Termination

Unless modified as provided herein, the contract resulting from this RFP shall begin March 5, 2017

and end August 31, 2022. SUNY Sullivan shall have the right to terminate this contract for (i)

unavailability of funds; (ii) cause; or (iii) convenience, provided that SUNY Sullivan has given 30

days’ written notice to the Contractor. (See also termination provisions under “Section 7.31,

Termination.”)

1.05 Invoicing Requirements

The Vendor must submit a proper invoice to the SUNY Sullivan Accounts Payable Office, as

instructed below. Payment will be processed after receipt of conforming services and a proper

invoice, and approval of the invoice by the College’s Director of Institutional Computing.

Submit invoice to:

Accounts Payable Office

SUNY Sullivan

112 College Road

Loch Sheldrake, NY 12759

1.06 Retention of Records

The Vendor awarded the contract resulting from this RFP shall retain and maintain all records and

documents relating to this contract for five (5) years after final payment by the College hereunder or any

applicable statute of limitation, whichever is longer, and shall make them available for inspection and

audit by authorized representatives of the State of New York, State University of New York, including

the Director of Purchasing & Central Services or her designee, at all reasonable times.

The Sarbanes – Oxley Act, SEC 17CFR, section 210.2-06 which requires that work papers and other

documents that form the basis of an audit or review, including memos, correspondence and e-mail

which contain opinions, analysis or financial data, including those that are inconsistent with the

auditor’s final opinion, be retained for a period of 7 years.


1.07 Notices

Notice under the contract resulting from this RFP shall be in writing and shall be considered effective

upon personal delivery to the individual listed below or five (5) calendar days after deposit in any

U.S. Mailbox, first class and addressed to the other party as follows:

For SUNY Sullivan:

Stephen Samuel

Technical Assistant I - Purchasing

SUNY Sullivan

112 College Road, Loch Sheldrake, NY 12759

(845) 434-5750

[email protected]

For Respondent: (Please complete the following)

____________________________________________________________________________ Name and Title

____________________________________________________________________________ Department

____________________________________________________________________________ Company Name

____________________________________________________________________________ Street

____________________________________________________________________________ City State Zip

____________________________________________________________________________ Phone Fax Email

SECTION 2: TECHNIAL REQUIREMENTS/SCOPE OF WORK

2.01 Application Functionality

A. The proposed LMS must provide delivery of mobile and social functionality, a cloud-based

delivery model, analytics capabilities, and flexibility through interoperability to ensure the

development of the broadest possible learning environment.

B. The LMS must include learner tools (communication, productivity, and student

engagement) and support tools (administrative course delivery and curriculum design)

that enable delivery of in-person, online, and blended learning. To meet the needs of

SUNY Sullivan, the LMS must have the following features and functionality:

i. Modern and elegant user interface;

ii. Easy to use (intuitive, efficient);


iii. Reliable and robust (stable, fault tolerant, highly available, recoverable);

iv. Compatible with the College’s current environment as described above in Section

1.01, “Overview”;

v. Robust reporting features (instructional, administrative, and technical);

vi. Mobile device support;

vii. Accessible (compliant with Section 508 of the Rehabilitation Act and Web-based

information and applications must conform to New York State Enterprise IT Policy

NYS-P08-005);

viii. Ability to seamlessly migrate existing Blackboard LMS courses to new platform;

and

ix. Ability to support a wide variety of pedagogical approaches and designs,

accommodate diverse learning styles, and provide mechanisms that promote

community among the learners.

C. Learning and Support Tools

i. Learner Tools - As part of its proposal, Respondent is to provide a narrative that

describes in detail the Learner Tools offered by the LMS proposed, and how such

functionality enables the delivery of in-person, online, and blended learning.

ii. Support Tools - As part of its proposal, Respondent is to provide a narrative that

describes in detail the Support Tools offered by the LMS proposed, and how such

functionality enables the delivery of in-person, online, and blended learning.

iii. If any third-part Learner and/or Support Tools are included in Respondent’s

proposal, additional information must be included to describe Respondent’s

relationship with such vendor(s), the licensing and support costs, and the version of

the software.

D. As part of its submission, Respondent is to complete and return Attachment 4: Survey of

Features & Functionality of Respondent’s Proposed LMS. This document will be used

under the Technical evaluation of proposals to assess the extent to which the LMS products

and services proposed by Respondent meet the technical requirements of the RFP.

2.02 Services

Vendor will perform the following services:

A. Install and configure the application;

B. Provide training and startup services;

C. Perform the needed customization to brand the LMS for SUNY Sullivan, and create

necessary reports and forms;


D. Provide interface to import student data from Jenzabar EX student information system into

LMS system.

E. Perform the initial data migration of active and recent courses from the College’s existing

Blackboard LMS to the new LMS to use in the development of new courses. (The College’s

IT staff will provide access to the College’s existing LMS system for the extraction of course files.

The Respondent/Vendor is to support the initial import.)

F. Provide on-going support and maintenance of the LMS to include incident and problem

resolution.

SECTION 3: RESPONDENT QUALIFICATIONS

3.01 Minimum Respondent Qualifications

To be considered for award, Respondents must:

A. Be in the business of implementing and maintaining higher education learning management

systems for a minimum of three (3) years;

B. Demonstrate depth, breadth and a recognized history of expertise providing learning

management system products and services to colleges and universities;

C. Demonstrate successful implementations of learning management systems of similar size

and scope to that proposed for SUNY Sullivan; and

D. Be able to provide, perform, and support an LMS that delivers mobile and social

functionality, a cloud-based delivery model, analytics capabilities, and flexibility through

interoperability.

When the proposed LMS relies on partnerships and/or third party Solutions to provide the entire scope of

functionality and services requested, Respondent’s references must validate that the Solution proposed has been

implemented successfully in the past.

3.02 Executive Summary

Respondents must include a narrative in the form of an Executive Summary in their proposal that

highlights its key aspects, and addresses its ability and experience providing learning management

systems, as outlined in Section 2, “Technical Requirements/Scope of Work.”

The Executive Summary shall include, but is not limited to, the following information:

A. Experience and Expertise

i. A description of Respondent’s history and years of experience providing learning

management system products and services to clients in higher education.

ii. The names and contact information for three (3) higher education references where

Respondent has provided similar LMS services successfully within the past three (3)

years (see Attachment 2: Respondent’s Qualifications Submission Form in Section 8).

iii. A listing of all similar implementations Respondent has completed within the past

three (3) years.


iv. Respondent’s proposed staffing plan, including the name and titles for all key

personnel to be assigned to the College’s project/account, their resumes, and the

percentage of their time that will be dedicated to this project. The staffing plan

should describe how staffing will be provided to meet the project, business and

technical obligations during implementation and throughout the entire term of the

Contract, and how Respondent intends to allocate key personnel by phase and task,

as well as the level of effort associated with such key personnel. In addition, the

Respondent also should indicate the degree to which it is anticipated that assigned

staff will be located on-site or remotely. The Respondent should address any

assumptions it has made about the expected level of effort of SUNY Sullivan staff on

this project.

B. Project Approach and Timeline

i. Describe the approach Respondent will use to implement the proposed LMS,

including a high-level description of the steps of the work and how it will be

executed.

ii. List and explain the activities Respondent will engage in to facilitate successful

implementation of the LMS proposed.

iii. Describe Respondent’s client relationship management approach (e.g., status

reporting, steering committee, etc.)

iv. Include a Project Schedule for implementation. The Project Schedule should include

the project timeline, all major milestones, work breakdown structure, and a list of

technical assumptions

C. Functionality

Provide a complete narrative describing how the proposed LMS will address the required

Application Functionality outlined in Section 3, “Technical Requirements/Scope of Work.”

D. Installation, Implementation, and Training

The Respondent must provide an Installation, Implementation and Training Plan

describing its strategy and approach for accomplishing the services detailed in this RFP.

Information provided in this plan should demonstrate the Respondent understands the

skills and processes necessary for successfully completing the requested services described

in this RFP. This document also should include SUNY Sullivan staffing requirements, and

details on the implementation of this plan and, if applicable, management of the challenges

associated with its implementation.

E. Training Plan

The Respondent should describe the training methodology, training materials and

courseware, and a proposed training schedule for orienting College Users to the full scope

of services in Section 2, “Technical Requirements/Scope of Work,” during implementation.


F. Maintenance and Support

The Respondent should describe all aspects of maintenance and support associated with

the LMS proposed. In this section, Respondent is to include:

i. A complete description of its disaster avoidance and recovery strategy;

ii. A complete description of processes used for both maintenance and support of the

system; and

iii. The process for improving and updating the LMS proposed, including College input

and involvement in requested changes, enhancements and product fixes, and the

process for customer-requested, mission critical functionality changes.

D. Financial Proposal

i. Respondents are required to submit a Financial Proposal as part of their response.

The Financial Proposal will include the following sections:

Software Licensing Costs

Software Maintenance Costs

Software Support Costs

Implementation Costs

ii. Respondents should submit cost savings SUNY Sullivan might realize by

performing the following activities with SUNY Sullivan staff:

Provide interface to import student data from Jenzabar EX student

information system into LMS system.

Perform the initial data migration of active and recent courses from the

College’s existing Blackboard LMS to the new LMS to use in the development

of new courses.

iii. Respondent is to enter its Financial Proposal on the Cost Proposal Form included

herein as Attachment 6.

3.03 References

Respondents are required to provide a minimum of three (3) references from colleges and

universities. The references should demonstrate Respondent’s ability with learning management

system implementations similar in size and scope to that described in this RFP. Please also provide a

list of accounts where a contract was terminated by the customer within the past five (5) years.

This information is to be submitted with your proposal on Attachment 2: Respondent Qualifications

Submission Form (see Section 8).

References should be listed in the order Respondent would like the College to contact them. One

member of the evaluation committee will be responsible for contacting all references and will ask

each reference the same questions in the same order.

Cited references must be able to confirm, without reservation, the Respondent’s ability to perform as

specified in this solicitation. Feedback from the Respondent’s references will be used to score the


“Satisfactory References” criteria under the Technical component of the methodology of award. Each

of the three (3) satisfactory references requested has the potential to earn a weighting of one (1) point

in the evaluation criteria. Thus, three (3) satisfactory references will earn three (3) points. Two

satisfactory references and one less than satisfactory reference would earn only two (2) points, and so

on.

All references will be contacted by telephone. If a reference cannot be reached after attempting to call

them twice, the College will move on to the next reference in the order requested by the Respondent.

If a reference is unable to be reached, the College will ask the Respondent to provide another

reference. It is the Respondent’s responsibility to provide the required number of references.

If a Respondent/Vendor has questions or concerns about how references will be used to evaluate the

“Satisfactory References” component under the methodology of award, they are urged to contact

Stephen Samuel, Purchasing at (845) 434-5750 or [email protected] prior to the January 20,

2017, deadline for submissions.

SECTION 4: EVALUATION AND METHODOLOGY OF AWARD

4.01 This Request for Proposal is part of a competitive process which helps to serve the best

interests of SUNY Sullivan. It also provides companies with a fair opportunity for their services to be

considered. Responses to this RFP will be the primary source of information used in the finalist

selection process. Therefore, Respondents are advised to be as complete as possible in their

responses. SUNY Sullivan will conduct a comprehensive review of the proposals that are submitted

in accordance with the terms of this RFP.

4.02 Proposal will be evaluated on the basis of “Best Value” by an evaluation committee consisting

of representatives from the College’s Department of Information Technology, Coordinator of

Instructional Design and Online Learning, and Purchasing, along with members of the faculty, at

least one student, and a staff member representing the Office of the Vice President for Academics.

All proposals received by the deadline for submissions specified herein will be reviewed to

determine if they are responsive to the requirements of this RFP.

4.03 Acceptability of Proposals

A. The Evaluation Committee shall determine which Respondents have met the basic

requirements of the RFP. Failure to comply with any mandatory requirements will

normally disqualify a Respondent’s proposal.

B. The Purchasing department shall have the sole authority to determine whether any

deviation from the requirements of this RFP is substantial in nature, and may waive or

permit to be cured minor irregularities in proposals that are immaterial or inconsequential

in nature, whenever it is determined to be in the College’s best interest.

C. The College reserves the right to eliminate mandatory requirements unmet by all

Respondents.



D. The College reserves the right to request clarifications from Respondents for purposes of

assuring a full understanding of responsiveness.

E. Respondents may not submit alternate proposals for evaluation.

4.04 Three-Phase Evaluation: Administrative, Technical, and Cost

Proposals will be evaluated in three phases: (1) an administrative review to screen for completeness

and conformance with the requirements for proposal submission; (2) a review and evaluation of

proposal elements other than cost, aka “Technical” components; and (3) review of financial proposals

and scoring of the financial component. The evaluation will be based solely on the evaluation criteria

set forth in this RFP.

A. Phase 1: Administrative Review - Each proposal received by the due date and time will be

screened for completeness and conformance with the requirements for proposal

submission as set forth in Section 5, “Proposal Submission Requirements.” Those

determined to be unresponsive after Phase 1 will be deemed non-responsive to the

requirements of this RFP and not considered further.

B. Phase 2: Review of Minimum Respondent Qualifications and Mandatory Technical

Specifications - Each proposal remaining after Phase 1 will be reviewed for Respondent’s

responsiveness to the requirements and requests for information set forth in Section 3,

“Respondent Qualifications,” to ensure the proposal meets minimum qualifications.

References provided will be used to validate the requirements set forth in Section 3. Those

determined to be responsive after Phase 2 shall proceed to Phase 3: Proposal Evaluation

and Demonstration. If reviews of the written proposal and reference checks determine that

the Respondent does not meet minimum qualifications, the proposal will be deemed non-

responsive and not considered further.

C. Phase 3: Proposal Technical Evaluation and Demonstration - The Technical components

of each proposal remaining after Phase 2 will be independently evaluated and scored by

the Evaluation Committee. The Evaluation Committee will score each proposal based on

responses to the following sections:

Section 2 (Technical Requirements/Scope of Services)

Section 3 (Respondent Qualifications)

Section 5 (Proposal Submission Requirements)

Attachment 2 (Respondent Qualifications Submissions Form)

Attachment 4 (Survey of Features & Functionality of Respondent’s Proposed LMS)

D. Product Demonstration - All Respondents successfully completing Phase 2 will be asked to

make a presentation and demonstration of the LMS they propose for the College.

Demonstrations may be held onsite at SUNY Sullivan or remotely. SUNY Sullivan will

provide the Respondents with a list of functions that they will be required to demonstrate. All

costs associated with the Respondent’s demonstration will be borne by the Respondent. The

demonstrations are to take place on any day between January 24 – January 31, 2017. They


will be conducted at a date and time mutually agreeable to the College and Respondent, but

should take on one of these days.

E. Financial Evaluation – The Financial Proposals of each proposal remaining after Phase 2

will be independently evaluated and scored by the Purchasing Department.

Cost, as provided on the Cost Proposal Form in Attachment 5, will be considered in the

final evaluation. The Respondent’s proposal having the lowest estimated cost for the five-

year contract term will receive the maximum available points and all other Respondents’

proposals will be scored proportionately.

Specifically, the cost score will be calculated according to the following formula:

Low Respondent’s Cost ÷ by Respondent’s Cost Being Evaluated x Points Weighting

Sample:

For example, if Cost is 25 points, the calculation would be as follows:

Respondent A $100,000

Respondent B $175,000

Respondent C $200,000

Respondent A would be awarded the full 25 points

Respondent B would be $100,000 ÷ $175,000 x 25 = 14.25 points awarded

Respondent C would be $100,000 ÷ $200,000 x 25 = 12.50 points awarded

4.06 Award

The award will be based on evaluation of all aspects of the project according to the needs of the

College. The award will be made to the Respondent whose proposal provides the best value for the

money paid, as determined by the College. The “best value” will be the proposal earning the highest

composite score (financial, technical, and product demonstration), based on the evaluation criteria

and weightings specified in the table in Section 4.07, “Selection,” and the amount entered in the line

for “GRAND TOTAL FIVE (5) YEAR SOFTWARE, LICENSING, MAINTENANCE, SUPPORT, AND

IMPLMENTATION COST, Line VVV, of the Cost Proposal Form.

4.07 Selection

Proposals will be evaluated on the basis of “best value” utilizing an evaluation methodology that

considers the following factors:

EVALUATION CRITERIA (Breakdown of Components and Applicable Weights)

POINTS

WEIGHTING (Max. 100 Pts. Available)

COST (25%) 25


TECHNICAL (50%)

Quality and functionality of products/services offered and suitability for

the intended purpose

12

Qualifications and experience of Respondent providing the LMS

products/services quoted to colleges and universities; staffing offered and

the percentage of their time to be assigned to this project.

10

Approach (e.g., demonstrated understanding of the statement of work for

this specific project, comprehensive implementation plan, customer support

plan, demonstrated potential success, timetable, etc.)

10

Technical Capabilities (e.g., Respondent’s particular area(s) of expertise

and core competencies and how they apply to this project).

5

Maintenance and Support

8

Satisfactory References

3

Value Added (e.g., The extent to which MWBEs, Disabled Veteran-Owned

Businesses and/or NYS businesses will be utilized in the performance of the

services described herein.)

2

ON-SITE OR REMOTE DEMONSTRATION (25%) 25

GRAND TOTAL OF COST AND TECHNICAL 100 (Max. Possible Pts.)

4.08 The Respondent earning the highest final composite score will be awarded the contract and

will be notified by the College. Tentative award of the contract shall consist of written notice

of the contract award by SUNY Sullivan to the successful Respondent, who shall thereupon be

obligated to execute a formal contract.

4.09 If after a contract is executed, that contract is terminated for any reason, the College may, in its

sole discretion, either enter into negotiations with the next highest scored Respondent, or issue

a new RFP and begin the proposal process anew, whichever is in the best interest of the

College.

SECTION 5: PROPOSAL SUBMISSION REQUIREMENTS

5.01 This section of the RFP provides instructions to Respondents regarding information that is to

be included within the proposal. Proposal submissions shall address the Respondent’s ability

to provide SUNY Sullivan with the requested products and services. To be deemed

“responsive” to this RFP, a Respondent must meet all mandatory requirements and

qualifications, and its written proposal must address all points and questions appearing in this

RFP. In the event a Respondent’s proposal is determined by SUNY Sullivan to be “non-

responsive,” SUNY Sullivan is required by its contracting procedures to disqualify the

Proposal. A disqualified Proposal will not be further evaluated or considered for contract

award. To facilitate SUNY Sullivan’s review of proposals, Respondents must address all

points, questions, and requests for information that appear in this RFP, and should do so in the


order that they appear. Responses should be labeled to correspond to the numbers/letters of

the sections and subsections of this RFP.

5..02 The responses must be complete, factual and as detailed as possible to allow the College to

perform a comprehensive review and evaluation of the Respondent’s proposed products,

services, capabilities and experience.

5.03 Prepare a clearly readable proposal that includes: (a) a cover letter indicating that the RFP

instructions are understood, and (b) all required information.

5.04 Respondents must submit all information requested by SUNY Sullivan in written form.

Proposals must be complete, accurate, and in the form requested. Omissions, inaccuracies or

misstatements will be sufficient cause for the rejection of a proposal.

5.05 Indicate any deviations from the required technical requirements and scope of work and, if

necessary, attach separate documents and/or explanation.

5.06 Proposals should be submitted in sealed packages clearly labeled on the exterior with the

RFP number and title. Proposals not labeled as instructed risk being opened prior to the

Proposal opening date, which may result in the proposal being rejected. All Proposals and

accompanying documentation shall become the property of SUNY Sullivan and shall not be

returned.

5.07 Notary Acknowledgement of Respondent’s Signature Required

The Proposal must be fully and properly executed by an authorized person, and the

authorized person’s signature must be notarized. By signing, you certify (i) your express

authority to sign on behalf of yourself, your company, or other entity; and (ii) that all

information provided is complete, true and accurate.

5.08 Submit one (1) original hard copy (paper) document (clearly marked as such) and three (3)

exact duplicates for a total of four (4) physical copies of your proposal to the address

provided below. Proposals must be received in the office identified below by the due date

and time provided on the Summary Information Form on Page 5 of this RFP. Respondents

mailing their proposals must allow sufficient time to ensure receipt by the due date and time.

Respondents are cautioned that, even when using a trackable mailing/courier/messenger

service, proposals must be received by the due date and time. While proposals may be signed

for by personnel at SUNY Sullivan prior to the due date and time, this does not guarantee that

the identified office will receive the proposal by the due date and time.

5.09 “Submit To” address for proposals:

Stephen Samuel – Technical Assistant I

Purchasing

SUNY Sullivan


112 College Road

Loch Sheldrake, NY 12759

(845) 434-5750

5.10 Respondents unable or unwilling to submit a proposal are asked to complete the Summary

Information Form on Page 9 of this RFP and check the box indicating that no proposal is

being submitted, and provide a brief description to advise “why” in the space provided.

5.11 All prices and conditions must be included in the original proposal. Prices and conditions not

included in the original proposal will be rejected.

5.12 Respondents must identify the name and address of all proposed subcontractors and

describe the portion of the work that the proposed subcontractors are to perform.

Respondents also must provide information that the proposed subcontractors have the

necessary skill, experience and financial resources to provide the services requested in this

RFP.

5.13 The submission of a proposal constitutes a non-revocable, binding offer to perform and

provide said services. Such binding offer shall be firm and not revocable for a period of sixty

(60) days from Proposal opening. After sixty (60) days, the proposal may remain in effect,

subject to withdrawal communicated in writing signed by the Respondent.

5.14 Respondent is responsible for all costs that it incurs, direct or indirect, related to the

preparation and submission of a proposal in response to this RFP.

5.15 Specific proposal instructions - Proposals should be as thorough and detailed as possible, so

Respondent’s capabilities to provide the required services may be properly and efficiently

evaluated.

Respondents are required to submit the following items as a complete proposal:

i. Cover letter

ii. Return RFP “Summary Information Form” (p. 5 of this RFP) signed and

witnessed by a notary utilizing the Notary Acknowledgement Form

iii. A written narrative in the form of an Executive Summary that provides all of the

information requested in Section 3.02, “Executive Summary.” (E.g., Experience and

Expertise, Project Approach and Timeline, Functionality, Installation, Implementation,

and Training, Maintenance and Support.)

iv. Respondent’s plan and methodology for providing the products and services

proposed to complete the statement of work in Section 2, “Technical

Requirements/Scope of Work,” along with a timeline for completion.

v. Attachment 1: Proposal Submission Checklist and the documents indicated

thereon

vi. Attachment 2: Respondent Qualifications Submission Form


vii. Attachment 3: Non-Collusive Bidding Certification

viii. Vendor Responsibility Documentation as set forth in Section 7.17.

ix. Minority and Women-Owned Business documentation as set forth in Sections

7.11 and 7.12.

x. Equal Employment Opportunity documentation as set forth in Section 7.12.

xi. Completed Cost Proposal Form (Attachment 5).

5.16 Respondent Questions

If a Question and Answer period is provided for this solicitation, the schedule will be shown

on the Summary Information Form, “Key Events,” provided on page 9 of this RFP. All

questions must be submitted in writing, citing the particular RFP page, section, and paragraph

numbers where applicable. Questions must be EMAILED to arrive no later than 4:00 pm

Eastern time on the date indicated and should be directed to the Designated Contacts shown

on the Summary Information Form. Questions received after the closing date for inquiries will

not be answered. Only written answers are official. All Questions and Answers will be issued

as addenda to this RFP and will be provided in writing to all potential Respondents.

5.17 Proposal Opening

Respondents may attend the proposal opening, at which a SUNY Sullivan representative will

publicly announce the names of Respondents who have submitted proposals. To ensure

adequate space for attendees, Respondents must notify the designated contact(s) identified on

the Summary Information Form of their desire to attend the proposal opening.

SECTION 6: GENERAL INFORMATION

6.01 Electronic RFP

Electronic copies of this RFP and related forms are available at Call for Bids on SUNY

Sullivan’s website under Bid Announcements.

6.02 SUNY Sullivan’s Reserved Rights

SUNY Sullivan reserves the right to:

A. Reject any and all proposals received in response to this RFP.

B. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with

this RFP and to make an award for any or all remaining portions.

C. Withdraw the RFP at any time, at SUNY Sullivan’s sole discretion.

D. Make an award in whole or in part.



E. Disqualify any Respondent whose conduct and/or proposal fails to conform to the

requirements of the RFP.

F. Use proposal information obtained through site visits, management interviews and the

state’s investigation of a Respondent’s qualifications, experience ability or financial

standing, and any material or information submitted by the Respondent in response to

SUNY Sullivan’s request for clarifying information, in the course of evaluation and/or

selection under the RFP.

G. Prior to the proposal opening, amend the RFP specifications to correct errors of oversights,

or to supply additional information, as it becomes available.

H. Request certified audited financial statements for the past three (3) completed fiscal years

and/or other appropriate supplementation including, but not limited to, interim financial

statements and credit reports.

I. Request references and contact any or all references.

J. Adjust or correct cost or cost figures with the concurrence of the Respondent if

mathematical or typographical errors exist.

K. Advise the successful Respondent of an objectionable employee(s) and/or

subcontractors(s).

L. Waive minor irregularities.

M. Waive requirements or amend this RFP upon notification to all Respondents. Mandatory

requirements may be eliminated if unmet by all Respondents.

N. Negotiate with Respondents responding to this RFP within the requirements necessary to

serve the best interests of SUNY Sullivan.

O. Begin contract negotiations with another Respondent in order to serve the best interests of

SUNY Sullivan should contract negotiations with the successful Respondent be

unsuccessful within a time frame acceptable to SUNY Sullivan.

P. Request clarifications from Respondents for purposes of assuring a full understanding of

responsiveness, and permit revisions from all potential awardees prior to award.

Q. Award no contract.

6.03 Contract Award

Receipt of this RFP does not indicate that SUNY Sullivan has predetermined Respondent’s

qualifications to receive a contract award. A contract award, if made, shall be based on

evaluation of the proposal in accordance with the Overview/General Requirements, Technical

Requirements/Scope of Work, Respondent Qualifications, Proposal Submission Requirements,

and General Terms and Conditions set forth in this RFP. The successful Respondent will be

notified by SUNY Sullivan by telephone and confirmed by email.


SECTION 7: GENERAL TERMS AND CONDITIONS

7.01 Free and Open Competition

SUNY Sullivan encourages free and open competition. Whenever possible, terms,

specifications, and conditions are designed to accomplish this objective, consistent with the

necessity to satisfy SUNY Sullivan’s needs.

7.02 Notification of Errors, Inquiries and Interpretation

Respondent is responsible to bring to SUNY Sullivan’s attention any deviations in the

technical specifications and to make recommendations for any additional requirements

deemed necessary as standard, or for work indicated in the specifications contained in this

RFP. If SUNY Sullivan in its discretion finds the deviations to be significant so as to require a

change in the necessary specifications for the work, SUNY Sullivan will notify all Respondents

in writing of the change in specifications. No deviations from the technical specifications

provided herein shall be made without written approval of SUNY Sullivan.

7.03 No Claims or Rights

By submitting a proposal, Respondent agrees that it will not make any claims for, or have any

right to damages because of any misinterpretation or misunderstanding of the specifications or

because of any misinformation or lack of information.

7.04 Conflict of Interest

Respondent may be requested to provide evidence that the award of a contract will not result

in (i) a conflict of interest with regard to other work performed by Respondent; or (ii) a

potential conflict of interest among Respondent’s staff.

7.05 Respondent’s Terms and/or Conditions

Respondent’s standard terms and conditions will not be considered relevant to its proposal or

to the contract awarded and should not be included with its proposal. Any additional

Respondent terms and conditions attached to or referenced in Respondent’s proposal shall not

be considered part of the proposal, but shall be deemed included for informational purposes

only. No extraneous terms or conditions will be incorporated into the contract awarded unless

approved in writing by the SUNY Sullivan’s Office of General Counsel. Acceptance and/or

processing of a Respondent’s proposal shall not constitute acceptance of a Respondent’s

extraneous terms and conditions.

7.06 Acceptance of RFP Content

The terms and conditions included in this RFP as well as the applicable portions of

Respondent’s proposal shall become contractual obligations if a contract is awarded.


RESPONDENT’S FAILURE TO ACCEPT THESE TERMS AND CONDITIONS AND

OBLIGATIONS SHALL RESULT IN REJECTION OF RESPONDENT’S PROPOSAL.

7.07 Services Outside Scope of the Contract Awarded

SUNY Sullivan shall not be responsible for any services provided by the successful

Respondent that are outside the scope of the contract awarded. SUNY Sullivan shall not be

responsible for any additional costs other than the costs for the services outlined herein, or for

any work performed that has not been properly authorized in writing by SUNY Sullivan.

7.08 Binding Effect

The contract awarded shall be binding upon its execution by both parties.

7.09 Confidentiality/Freedom of Information Law

All proposals submitted for SUNY Sullivan’s consideration will be held in confidence and will

become the property of SUNY Sullivan. However, the resulting contract is subject to the New

York State Freedom of Information Law (FOIL), contained in Article 6 of the New York State

Public Officer’s Law. Therefore, if a Respondent believes that any information in its proposal

constitutes a trade secret, should be treated as confidential and should not be disclosed upon a

request pursuant to FOIL, Respondent shall submit with its proposal a separate letter

addressed to Stephen Mitchell, Associate Vice President for Planning, Human Resources, and

Facilities, SUNY Sullivan, 112 College Road, Loch Sheldrake, NY 12759, (i) identifying the page

number(s), line(s) or other appropriate designation(s) containing such information; (ii)

explaining in detail why such information is a trade secret or confidential; and (iii) formally

request that such information be held as confidential. Respondent’s failure to submit such a

letter with its proposal will constitute a waiver by the Respondent of any rights it may have

under Section 89(5) of the Public Officers' Law relating to protection of trade secrets. The

proprietary nature of the information designated confidential by the Respondent may be

subject to disclosure if ordered by a court of competent jurisdiction. A request that an entire

proposal be kept confidential is not advisable, because a proposal cannot reasonably consist

exclusively of proprietary information.

7.10 Minority and Women-Owned Business Enterprises (MWBE)

Pursuant to New York State Executive Law Article 15-A, SUNY Sullivan recognizes its

obligation under the law to promote opportunities for maximum feasible participation of

certified minority- and women-owned business enterprises and the employment of minority

group members and women in the performance of SUNY Sullivan contracts.

For purposes of this solicitation, SUNY Sullivan hereby establishes an overall goal of 30% for

MWBE participation, 15% for Minority-Owned Business Enterprises (“MBE”) participation

and 15% for Women-Owned Business Enterprises (“WBE”) participation (based on the current

availability of qualified MBEs and WBEs). For additional information please refer to the

MWBE requirements outlined in MWBE Prospective Respondent’s Notice (Form 7557-121).

http://www.suny.edu/sunypp/documents.cfm?doc_id=611


Please note the response forms identified in Form 7557-121 (SUNY MWBE Forms 104 & 107)

must be submitted with all proposals. Forms are attached in Section 9, and also are available

in SUNY Procurement Policies and Procedures Document 7557 online at:


7.11 Deleted

7.12 Encouraging Use of New York State Businesses in Contract Performance

New York State businesses have a substantial presence in SUNY Sullivan contracts and

strongly contribute to the economies of New York and the nation. In recognition of their

economic activity and leadership in doing business in New York State, Respondents for this

contract for services are strongly encouraged and expected to consider New York State

businesses in the fulfillment of the requirements of the contract. Such partnering may be as

subcontractors, suppliers, protégés or other supporting roles.

Respondents need to be aware that to the maximum extent practical and consistent with legal

requirements, they are strongly encouraged to use responsible and responsive New York State

businesses in purchasing commodities that are of equal quality and functionality and in

utilizing services and technology. Furthermore, Respondents/Vendors/Contractors are

reminded that they must continue to utilize small, minority and women-owned businesses,

consistent with current State law.

Utilizing New York State businesses in SUNY Sullivan contracts will help create more private

sector jobs, rebuild New York’s infrastructure, and maximize economic activity to the mutual

benefit of the Vendor/Contractor and its New York State business partners. New York State

businesses will promote the Vendor/Contractor’s optimal performance under this contract,

thereby fully benefiting the public sector programs that are supported by associated

procurements.

Public procurements can drive and improve the State’s economic engine through promotion of

the use of New York businesses by its Vendors/Contractors. SUNY Sullivan therefore expects

Respondents to provide maximum assistance to New York businesses in their use of the

contract. The potential participation by all kinds of New York businesses will deliver great

value to New York State and its taxpayers.

Respondents/Vendors/Contractors can demonstrate their commitment to the use of New York

State businesses by responding to the question below:

Will New York State Businesses be used in the performance of this contract? (YES____ NO____ )

If YES, identify New York State Business(es) that will be used. (Attach identifying

information, e.g., contact information, dollar value of the subcontract or supply contract.)



7.13 Office of Federal Contract Compliance Programs

This Contractor and Subcontractor shall abide by the requirements of 41 C.F.R. §§ 60-

300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified

individuals on the basis of protected veteran status or disability, and require affirmative

action by covered prime contractors and subcontractors to employ and advance in

employment qualified protected veterans and individuals with disabilities.

7.14 Governing Law

This RFP, Respondents’ proposals and any resulting contract shall be governed, construed and

enforced in accordance with the laws of the State of New York, excluding New York’s choice

of law principles in a New York court of competent jurisdiction.

Respondent/Vendor/Contractor agrees to submit itself to such court’s jurisdiction.

7.15 Omnibus Procurement Act of 1992

It is the policy of New York State to maximize opportunities for the participation of New York

State business enterprises, including minority and women-owned business enterprises as

Respondents, subcontractors and suppliers on its procurement contracts. Information on the

availability of New York State subcontractors and suppliers and a directory of minority and

women-owned business enterprises is available from:

NYS Empire State Development

Division for Small Business

625 Broadway

Albany, New York 12207

Phone: 1-800-782-8369

Email: [email protected]

Website: http://www.empire.state.ny.us

7.16 Exhibits

The following documents will be incorporated into, and made part of, the contract awarded:

a. The Agreement

b. Exhibit B, the Successful Respondent’s proposal

In the event of any inconsistency in or conflict among the document elements described above,

such inconsistency or conflict shall be resolved by giving precedence to the document elements

in the order set forth above.

7.17 Compliance

Vendor/Contractor shall comply with all laws, rules, orders, regulations, and requirements of

federal, state and municipal governments applicable hereto.


http://www.empire.state.ny.us/


7.18 Indemnification

a. Successful Respondent (Vendor/Contractor)

The Successful Respondent(Vendor/Contractor) shall fully indemnify, defend and save SUNY

Sullivan and its respective officers, agents and employees without limitation, from suits,

actions, damages and costs of every name and description arising out of the acts or omissions

of the Vendor/Contractor in any performance under this Agreement including: i) personal

injury, damage to real or personal tangible property; ii) negligence, either active or passive;

and iii) infringement of any law or of a United States Letter Patent, with respect to Products

and Services furnished under this Agreement, or of any copyright, trademark, trade secret or

intellectual proprietary rights, provided that SUNY Sullivan shall give Vendor/Contractor: (a)

prompt written notice of any action, claim, or threat of infringement suit, or other suit,

promptness of which, shall be established by SUNY Sullivan upon the furnishing of written

notice and verified receipt, (b) the opportunity to take over, settle or defend such action, claim

or suit at Vendor/Contractor’s sole expense, and (c) assistance in the defense of any such action

is at the expense of the Contractor. Where a dispute or claim arises relative to a real or

anticipated infringement, SUNY Sullivan may require the Contractor, at its sole expense, to

submit such information and documentation, including formal patent attorney opinions, as

SUNY Sullivan shall require. New York State reserves the right to join such action, at its sole

expense, when it determines there is an issue involving a significant public interest.

7.19 Liability

The Successful Respondent (Vendor/Contractor) understands and agrees that it is responsible

for the performance of the Services in accordance with the terms and conditions of the

awarded Contract. SUNY Sullivan may look solely to the Vendor/Contractor for remedy,

redress, liability or indemnification for any failure to perform, whether caused by

Vendor/Contractor itself or by one or more of its officers, employees, subcontractors, agents,

licensees, licensors or affiliates or any person or entity acting on behalf of Vendor/Contractor

in providing the Services. The Vendor/Contractor shall be fully liable for the actions of its

officers, employees, subcontractors, agents, licensees, licensors, or affiliates or any person or

entity acting on its behalf in providing the Services and shall fully indemnify and save

harmless SUNY Sullivan and the State of New York from suits, actions, damages and costs of

every name and description presented, brought, or recovered against SUNY Sullivan and the

State of New York for, or on account of any liability which may be incurred by reason of the

Vendor/Contractor’s performance of this Agreement.

The Vendor/Contractor will be responsible for the work, direction and compensation of any

person or entity it engages as an officer, expert, employee, consultant, agent, independent

contractor, or subcontractor. Nothing in the contract awarded or the performance thereof by

the Vendor/Contractor will impose any liability or duty whatsoever on SUNY Sullivan

including, but not limited to, any liability for taxes, compensation, commissions, Workers'

Compensation, disability benefits, Social Security, or other employee benefits for any person or

entity.


7.20 Insurance

During the term of the awarded contract, the Successful Respondent (Vendor/Contractor)

must obtain and maintain insurance coverage at its own expense as provided in this

paragraph, and shall deliver Certificates of Insurance in a form satisfactory to SUNY Sullivan

before commencing any work under this contract. Certificates shall reference the Contract

Number. Certificates of Insurance must indicate the applicable deductible/self-insured

retention on each policy. Certificates shall be mailed to:

Stephen Samuel

Technical Assistant I - Purchasing

SUNY Sullivan

112 College Road, Loch Sheldrake, NY 12759

[email protected]

The policies of insurance set forth below shall be written by companies authorized by the New York

Department of Financial Services to issue insurance in the state of New York (“admitted” carriers)

with an A.M. Best company rating of “A-” or better. Unless otherwise agreed, policies shall be

written so as to include a provision that the policy will not be canceled, materially changed, or not

renewed without at least thirty (30) days prior written notice except for non-payment as required by

law to: Stephen Samuel, Technical Assistant I – Purchasing, SUNY Sullivan, 112 College Road, Loch

Sheldrake, NY 12759

All insurance policies shall provide that the required coverage shall apply on a primary and

not on an excess or contributing basis as to any other insurance that may be available to SUNY

Sullivan for any claim arising from the successful Vendor/Contractor’s work under the

awarded contract, or as a result of the successful Vendor/Contractor’s activities. Any other

insurance maintained by SUNY Sullivan shall be excess of and shall not contribute with the

successful Vendor/Contractor’s insurance, regardless of any “other insurance” clause

contained in any SUNY Sullivan policy of insurance.

At least two weeks prior to the expiration of any policy required by the awarded contract,

evidence of renewal or replacement of policies of insurance with terms no less favorable to

SUNY than the expiring policies shall be delivered to SUNY Sullivan in the manner required

for service of Notice under the contract.

a. A professional liability policy (errors and omissions) in the amount of TWO MILLION

DOLLARS ($2,000,000) which shall be maintained for a period of three (3) years after

completion of this contract. If said policy is issued on a claims-made policy form, the

policy shall be purchased with extended Discovery Clause coverage of up to three (3)

years after work is completed if coverage is cancelled or not renewed.

b. Workers Compensation and Disability Benefits Coverage for the life of this Agreement

for the benefit of employees required to be covered by the New York State Workers

Compensation Law and the New York State Disability Benefits Law. Evidence of



coverage must be provided on forms specified by the Commissioner of the Workers

Compensation Board.

c. General Liability Insurance with limits no less than ONE MILLION DOLLARS

($1,000,000) per claim and THREE MILLION DOLLARS ($3,000,000) in the aggregate.

Such policy shall name the State University of New York as an additional insured and

shall designate the State University of New York as the loss payee, and shall contain a

provision that the State University of New York shall receive at least thirty (30) days

written notice prior to material change, cancellation or expiration of such policy.

d. Business Automobile Liability insurance covering liability arising out of the use of any

motor vehicle in connection with the work, including owned, leased, hired and non-

owned vehicles bearing, or under the circumstances under which they are being used,

required by the Motor Vehicle Laws of the State of New York to bear, license plates.

Such policy shall have a combined single limit for Bodily Injury and Property Damage

of at least THREE MILLION DOLLARS ($3,000,000) and shall name the State University

of New York as additional insured. The limits may be provided through a combination

of umbrella/excess liability policies.

7.21 Workers Compensation

New York State Workers Compensation Law, Sections 57 and 220, requires State Agencies to

ensure, PRIOR to entering into any contract (including purchase orders), that the intended

vendor has appropriate NYS workers compensation and disability insurance coverage. Please

note, "ACORD" certificate of insurance forms are not acceptable documentation for proof of

coverage. A vendor’s insurance carrier must provide the vendor with copies of the correct,

completed New York State forms to present to the State Agency purchasing agent AND must

submit these forms (annually) to the Workers Comp Board so they can be properly recorded.

State agencies are prohibited from issuing contracts until the proper forms have been

received and verified.

Per the requirements of the law, ONE of the following NYS forms is required as proof of

Workers Compensation coverage:

C-105.2 (if using a private insurance carrier) OR

U-26.3 (if insured through the NYS Insurance Fund) OR

SI-12 or GSI-105.2 (if self-insured)

In addition, ONE of the following forms is required as proof of Disability coverage:

DB-120.1 (if using a private insurance carrier) OR

DB-155 (if you are self insured).


7.22 Travel

In the event the Vendor/Contractor is required to be reimbursed for travel, reimbursement

rates shall not exceed the current NYS Schedule of Allowable Reimbursable Travel Expenses,

available from the New York State Comptroller at:

https://www.osc.state.ny.us/agencies/travel/travel.htm.

7.23 Termination

The Contract awarded to the Successful Respondent (Vendor/Contractor) may be terminated

by SUNY Sullivan for any of the following reasons:

a. Convenience of SUNY Sullivan: The contract may be terminated at any time upon receipt

of thirty (30) days prior written notice given by SUNY Sullivan for whatever reason.

b. Event of default: The contract may be terminated in the event of breach of any of its

provisions by the Vendor/Contractor, or if the Vendor/Contractor’s Services are deemed

unsatisfactory in SUNY Sullivan’s sole discretion, due to Vendor/Contractor’s fault or

negligence, or that of its officers, employees, subcontractors, agents, licensees, licensors,

or affiliates. In such event, SUNY Sullivan will send a written cure notice in accordance

with the Notice provisions of the contract, and Vendor/Contractor shall have thirty (30)

days to correct the deficiencies noted. If the deficiencies are not corrected, SUNY

Sullivan may terminate this contract immediately upon written notice.

c. Deficient Certifications: If the awarded contract has a value greater than $15,000, SUNY

Sullivan shall have the right to terminate in the event the State Finance Law sections

139-j and 139-k certifications executed by the Vendor/Contractor are found to be false or

incomplete. If the contract has a value of greater than $100,000 and Vendor/Contractor

sales for the immediately preceding four quarters were greater than $300,000, or if the

contract has a value of $125,000 or greater, SUNY Sullivan shall have the right to

terminate in the event the successful Respondent’s Department of Taxation and Finance

Vendor/Contractor Certification form, ST 220-CA, statements are found to be false or

incomplete.

d. Lack of Funds: If for any reason the State of New York terminates or reduces its

appropriations to SUNY Sullivan, the awarded contract may be terminated or reduced

at SUNY Sullivan's discretion, provided that no such reduction or termination shall

apply to allowable costs already incurred by the Vendor/Contractor where funds are

available to the SUNY Sullivan for payment of such costs. In any event, no liability

shall be incurred by the State (including SUNY Sullivan) beyond monies available for

the purposes of the awarded contract.

e. SUNY Sullivan may terminate the awarded contract, upon written notice, in the event

of any of the following: (1) Vendor/Contractor makes an assignment for the benefit of

creditors; (ii) a petition in bankruptcy or any insolvency proceeding is filed by or

against Vendor/Contractor and is not dismissed within thirty (30) days from the date of

https://www.osc.state.ny.us/agencies/travel/travel.htm


filing; or (iii) all or substantially all of Vendor/Contractor’s property is levied upon or

sold in any judicial proceeding.

7.24 New York State Information Security Breach and Notification Act

Respondent/Vendor shall comply with the provisions of the New York State Information

Security Breach and Notification Act (General Business Law Section 899-aa; State Technology

Law Section 208). Vendor shall be liable for the costs associated with such breach if caused by

Respondent/Vendor or willful acts or omissions, or if the negligent or will full acts or

omissions on Vendor’s agent, officers, employees or subcontractors.

7.25 Smoke Free SUNY Sullivan

The State University of New York campus is smoke free. No smoking is permitted within the

buildings or upon the grounds owned or leased by SUNY Sullivan. The Successful

Respondent (Contractor/Vendor) must communicate this policy to its employees,

subcontractors, and any other individuals assigned to enter upon SUNY Sullivan grounds and

premises in connection with the services to be performed in connection with the contract

awarded.

SUNY Sullivan

Notary Acknowledgement

(ACKNOWLEDGEMENT BY INDIVIDUAL)

STATE OF NEW YORK )

COUNTY OF ) ss.:

On this day of , 20 , before me personally came

, to me known and known to me to be the person described in and

who executed the foregoing instrument and he/she acknowledged to me that he/she executed the same.

Notary Public

(ACKNOWLEDGEMENT BY UNINCORPORATED ASSOCIATION)

STATE OF NEW YORK )

COUNTY OF ) ss.:

On this __________ day of ____________________, 20___, before me personally came

_______________________________________________________, to me known and known to me to be the

person who executed the above instrument, who, being duly sworn by me, did for himself/herself depose

and say that he/she is a member of the firm of _________________________________________________

and that he/she executed the foregoing instrument in the firm name of

_________________________________________ and that he/she had authority to sign same, and he/she did


duly acknowledge to me that he/she executed the same as the act and deed of said firm of

_______________________________________________ for the uses and purposes mentioned therein.

Notary Public

(ACKNOWLEDGEMENT BY CORPORATION)

STATE OF NEW YORK )

COUNTY OF ) ss.:

On this ___ day of ________________, 20__, before me personally came ______________________________,

to me known, who being duly sworn, did depose and say that he/she resides in

________________________________; that he/she is the ____________________________ (title) of

__________________________________________(firm), the corporation described in and which executed

the foregoing instrument; that he/she knows the seal of said corporation; that the seal affixed to said

instrument is such corporate seal; that it was so affixed by the order of the Board of Directors of said

corporation, and that he/she signed his/her name thereto by like order.

Notary Public

THIS PAGE MUST BE SIGNED IN THE ORIGINAL AND MUST ACCOMPANY EACH COPY OF YOUR

PROPOSAL.

SECTION 8: ATTACHMENTS

Attachment 1: Proposal Submission Checklist

Attachment 2: Respondent Qualifications Submission Form

Attachment 3: Non-Collusive Bidding Certification

Attachment 4: Survey of Features & Functionality of Respondent’s Proposed

LMS

Attachment 5: Cost Proposal Form



Description

Cover letter

RFP (page 9) Summary Information Form (Signed and witnessed by a notary using SUNY Sullivan Notary Acknowledgement Form on

page 41)

Notary Acknowledgement Form

Executive Summary (Experience and Expertise, Project Approach and Timeline,

Functionality, Installation, Implementation and Training).

List of proposed subcontractors, along with a description of their skill,

experience, and financial resources, and the portion of work they are to

perform.



(Brief summary of how Respondent meets minimum qualifications, three (3)

references, and list of contract termination).


Attachment 4: Survey of Features & Functionality of Respondent’s

Proposed LMS


Listing of similar projects Respondent has completed in the past five (5)

years.

Form XIII – Public Officers Law Form – Ownership of Controlling Interest

Vendor Responsibility:

File either the required Vendor Responsibility Questionnaire online via the

New York State VendRep System or complete and submit a paper

questionnaire.

Select one:

completed online questionnaire

paper copy of questionnaire included in Proposal.

MWBE Form 104: Equal Opportunity Policy Statement



MINIMUM RESPONDENT QUALIFICATIONS: (Respondent is to enter a brief description of its qualifications below, and elaborate in greater detail in the Executive

Summary portion of its proposal.)

Minimum Qualification Description Respondent Response 1. In the business of implementing and

maintaining higher education learning

management systems for a minimum of

three (3) years.

2. Demonstrate depth, breadth, and a

recognized history of expertise providing

LMS products and services to college and

universities.

3. Demonstrate successful implementations of

LMSs of similar size and scope to that

proposed for SUNY Sullivan.

4. Ability to provide, perform and support an

LMS that delivers mobile and social

functionality, a cloud-based delivery model,

analytics capabilities, and flexibility

through interoperability.


Attachment 2 (Continued) - References

REFERENCES:

References (Please list in the order you prefer them to be contacted.)

Name of Institution:

Address: Contact Name, email address, Phone # Length of

time as your

customer

1.

2.

3.

Contract Terminations (within the past five (5) years)

Name of Institution:

Address: Contact Name, email

address, Phone #

Date of

Termination Reason

1.

2.

3



By Submission Of This Proposal, Respondent And Each Person Signing On Behalf Of Respondent Certifies,

And In The Case Of Joint Proposal, Each Party Thereto Certifies As To Its Own Organization, Under Penalty Of

Perjury, That To The Best Of His/Her Knowledge And Belief:

1. The prices of this Proposal have been arrived at independently, without collusion, consultation,

communication, or agreement, for the purposes of restricting competition, as to any matter relating to such

prices with any other Respondent or with any competitor;

2. Unless otherwise required by law, the prices which have been quoted in this Proposal have not been

knowingly disclosed by the Respondent and will not knowingly be disclosed by the Respondent prior to

opening, directly or indirectly, to any other Respondent or to any competitor; and

3. No attempt has been made or will be made by the Respondent to induce any other person, partnership or

corporation to submit or not to submit a Proposal for the purpose of restricting competition.

A Proposal Shall Not Be Considered For Award Nor Shall Any Award Be Made Where [1], [2], [3] Above Have

Not Been Complied With; Provided However, That If In Any Case The Respondent(S) Cannot Make The

Foregoing Certification, The Respondent Shall So State And Shall Furnish Below A Signed Statement Which Sets

Forth In Detail The Reasons Therefore:

[AFFIX ADDENDUM TO THIS PAGE IF SPACE IS REQUIRED FOR STATEMENT.]

Subscribed to under penalty of perjury under the laws of the State of New York, this day of

, 20 as the act and deed of said corporation of partnership.

IF RESPONDENT(S) (ARE) A PARTNERSHIP, COMPLETE THE FOLLOWING:

NAMES OF PARTNERS OR PRINCIPALS LEGAL RESIDENCE

____________________________________________ _____________________________

____________________________________________ _____________________________

____________________________________________ _____________________________

____________________________________________ _____________________________

IF RESPONDENT(S) (ARE) A CORPORATION, COMPLETE THE FOLLOWING:

NAME LEGAL RESIDENCE

___________________________________________ _____________________________

President:

___________________________________________ _____________________________

Secretary:

___________________________________________ _____________________________

Treasurer:

___________________________________________ _____________________________

President:

___________________________________________ _____________________________

Secretary:


___________________________________________ _____________________________

Treasurer

Identifying Data

Potential Contractor

Address

Telephone

Name of Responsible Corporate

Officer

Title of Responsible Corporate

Officer

Signature:

Joint or combined Proposals by companies or firms must be certified on behalf of each participant.

____________________________________ ______________________________________

Legal name of person, firm or corporation Legal name of person, firm or corporation

By _____________________________ By _____________________________

Name: Name:

Title: Title:

Address: Address:


Attachment 4: Survey of Features & Functionality of Respondent’s Proposed LMS

SECTION 1: FUNCTIONALITY OF LMS SOFTWARE FOR FACULTY & STUDENTS

Yes No Describe

ASSESSMENTS

Ability of LMS to allow browser lockdown techniques to ensure

assessment security.

Ability of LMS to allow proctor passwords to ensure assessment

security.

Ability of testing tool to randomize quiz question answers.

Ability of testing tool to randomize quiz questions.

Ability of testing tool to deliver a randomized subset of questions

(ex. deliver 30 of 50 questions).

Ability to embed images and/or videos into assessments questions

and responses.

Ability to configure one assessment to meet multiple test

accommodation needs (ex. extra time required for subset of

students).

Ability to use rubrics to grade essay and short answer questions

on an assessment.

Ability of students to view assignment rubrics pre and post

grading.

Ability to copy rubrics from semester to semester.

Ability to use one rubric in multiple courses sections.

Ability to create graded pre and post-test surveys.

Ability to create a group discussion topic or assignment and then

assign it to all groups at once.

Ability to provide detailed tracking of when students start an

Assessment, deliver questions, end and IP Address of where it

was taken .

Ability to provide detailed tracking of when students select an

answer (i.e. time stamp of answer choice) within the Assessment

tool.

Ability to re-grade assessment questions (changes score, drop

questions).

Ability to provide students remedial questions after incorrectly

answering "X" number of questions.

Ability to grade objective assessments automatically and reveals

results to students.

Ability to selectively release assessments based on date.

Ability to selectively release assessments based on time.


Yes No Describe

ASSESSMENTS (continued)

Ability for students to see their grades and any feedback.

Ability to track attendance.

Ability to notify/alert at-risk students.

Ability of system to support statistical analysis of assessment

results.

Ability of testing tool to allow the use of math symbols within

question and response.

Ability of assessments be exported to another course.

Ability of assessment questions to be imported from a text file.

Ability to map learning outcomes to assessments in a way that

achievement of specific outcomes can be evaluated.

Identify any additional features not listed:

SUBMISSION ASSIGNMENTS

Assignment Submissions: PDF.

Assignment Submissions: Video.

Assignment Submissions: Word Doc.

Assignment Submissions: ZIP File.

Assignment Submissions: Web pages and collaborative projects

with multimedia.

Ability to restrict submissions by date and attempts.

Ability to use rubrics to grade submissions.

Ability to display rubric pre and post grading.

Ability for students to submit online and allow instructors to

grade and give feedback without downloading the assignment.

Ability to see student submission dates for an assignment in the

grade book.

Ability for students to see their grades and any feedback.

Peer review tools are available.

Ability to accept various file types beyond standard formats (i.e.

.rnw, .rtf).

Ability of LMS to allow Plagiarism tools


Yes No Describe


DISCUSSION FORUMS

Threaded discussions are allowed.

Ability to grade discussion postings.

Ability for students to attach documents in discussion forums.

Ability for students to embed links in discussion forums.

Ability to allow group creation in discussion forums.

Ability to have anonymous postings.

Ability to have moderated forums.

Ability to set release conditions (i.e., hide/show, dates).

Ability to search discussions.

Ability to use rubrics to grade discussion forums.

Ability to use the HTML editor in the discussion forums.

Ability to use "Post First" functionality (forum contents will not

display until student enters initial post).


GRADEBOOK

Ability to configure Points or Percentage based gradebook.

Ability to display grades in Points, Percentage or Letter Grade.

Ability to configure grade release dates.

Ability to export grades to a file (csv, txt, excel etc.).

Ability to export and import from Excel into the gradebook.

Ability to override grades from auto-graded content items.

Ability to configure extra credit assignments.


ANNOUNCEMENTS

Ability for students to view announcements within the LMS.

Ability to copy announcements to new courses.

Ability for System Admins to edit/delete course level

announcements.

Ability for System Admins to edit/delete institution

announcements.

Yes No Describe

ANNOUNCEMENTS (continued)

Ability for Instructors to edit active announcements.



CALENDAR

Ability to set start and stop time for calendar events.

Ability to create reoccurring calendar entries.

Ability for calendar events to be added automatically from any

tool that has a due date.

Ability for calendar to display items/events from multiple courses

student is enrolled in.

Ability to integrate with Google Calendar.


COPYING CONTENT

Ability for instructors to easily copy (clone) from an existing

section to a blank section.

Ability for instructors to select specific items they would like to

copy into a new course.

Ability to share content between courses.

Ability for instructors and administrators to easily package a

course to import into other LMS platforms or repositories

including Test Bank Cartridges.


CHAT

LMS has a live chat feature.

Ability to log/save chat transcripts.

Ability of whiteboard to access/use an equation editor.

Ability to chat student to student.

Ability to chat instructor to student.

Ability to share files through chat.


Yes No Describe

CHAT (continued)


COURSE TEMPLATES

Ability to create and assign ownership of course templates to a

selected group of users.

Ability to assign course templates via the SIS integration.


INTERNAL E-MAIL

E-mail tool provides “spell checking” ability for narrative fields.

Ability to administratively set students’ LMS email address to a

campus standard system for all students in all courses.

Ability to forward internal e-mail to an external account.

Ability to use the HTML editor in the internal e-mail tool.

Ability to archive incoming and outgoing e-mails communications

throughout the course.

Ability to use search capabilities in the internal e-mail.

Ability to create folders for filing/sorting e-mails within the e-mail

tool.

Ability to select "groups" (all students, teams, instructors only

etc.).


MASHUPS

Ability to enable mashups by students.

Ability to enable mashups by instructors



Yes No Describe

MOBILITY

Ability to use mobile devices to access course content.

All course tools are available in the mobile client.

Mobile app is free for students & faculty.

Available tools in the mobile client have the same functionality as

the web version.

The LMS browser site has responsive design.


SEARCH AND VIEW FUNCTIONALITY

Ability to use search within a course to find course content.

Ability for instructors to view and access content as a student.

Ability to link course content within the course.


SOCIAL MEDIA INTEGRATION

Ability to enable students to create social connections.

Ability to integrate with Facebook.

Ability to integrate with Twitter.

Ability to integrate with YouTube.


STUDENT PORTFOLIOS

LMS has a built-in portfolio solution.

The portfolio remains active for a reasonable period of time

beyond graduation.

Ability to view specific parts of the portfolio publicly.

Portfolio storage allocation can be modified administratively.

Portfolios have the ability to be exported.


Yes No Describe

STUDENT PORTFOLIOS (continued)


STUDENT TRACKING/REPORTING

Detailed student system tracking is available (log in, log out, last

accessed, content item trail, IP).

Detailed student tracking is available for each course tool (How

many discussion posts were read, how long did they spend on

each quiz question).

Ability to access reports on individual students.

Ability to access reports on content items.


WYSIWYG EDITING

LMS has a built in fully functional WYSISYG or HTML editor that

is available for students and faculty.

LMS provides a fully functional equation editor.

LMS provides a drag and drop, customizable environment (for

example, utilizes technologies such as AJAX).

LMS can accommodate custom banners and icons on course

homepage, header, footers, etc.


SECTION 2: FUNCTIONALITY OF LMS SOFTWARE FOR ADMINSTRATION

Yes No Describe

ACCESSIBILITY

ADA/Section 508 compliance requirements are followed.

Web-based information and applications conform to New York

State Enterprise IT Policy NYS-P08-005 as determined by quality

assurance testing.

Ability to support the use of screen readers (example: JAWS).

Yes No Describe


ACCESSIBILITY (continued)

Ability to set different assessment time frames for individual

students (e.g., students with disabilities who need more time).

Ability to provide a variety of feedback types (e.g., text, audio,

video) for assignments, discussions, other student activities.

Ability to add audio/video components to quizzes or exams.

Ability to add captions to assessments.


ANALYTICS

Analytics are included.

Analytics provide individual student data across current enrolled

courses.

Analytics provide individual course data.

Analytics provide system wide data (by term or annual) on usage

by faculty, students, and on specific content item usage .


AUTHENTICATION AT INDUSTRY STANDARDS

Ability to support authentication using CAS or SAML (Campus

preferred method is CAS)


BROWSERS COMPLIANCE AND JAVA

The LMS supports Internet Explorer.

The LMS supports Firefox.

The LMS supports Chrome.

The LMS supports Safari.

Java is required to access multiple aspects of LMS.

LMS provider gives clear information regarding compatibility

with browser version updates.

Yes No Describe

BROWSERS COMPLIANCE AND JAVA (continued)



COURSE CLONING AND ARCHIVE RESTORATION

Backup and retrieval options available at the system administrator

level.

Ability for archives to be restored in the LMS with student

submissions.

Ability for archives to be restored in the LMS without student

submissions.

Ability to restore student artifacts in a course if a formerly

withdrawn student re-enrolls.

Ability of vendor to mass archive courses and users data based on

term.

Ability of vendor to mass delete courses and users based on term


HOSTING

Complete cloud hosting service is available.

Servers are located in the US.

There is a redundancy or fail-over plan.

Please describe storage size limits and cost structure:


INSTITUTIONAL STANDARDS AND OBJECTIVES

Ability to set institutional standards and objectives

Ability to tie institutional standards and objectives to specific

courses and content items


Yes No Describe

ROLES

Ability to assign a role at account creation

Ability to assign user accounts various roles


Ability to create custom roles

Ability for user account to have concurrent roles


SECURITY

LMS ensures the highest degree of student privacy including

compliance with FERPA

The LMS protects confidential data and session activity within the

application

Data and session activity are encrypted

The application gives campus system administrators visibility into

user activities within the system


SIS INTEGRATION

The LMS integrates with the Banner SIS product.

The SIS API supports enrollments and withdrawals for instructors

and students.

The SIS API supports automated class creation.

The administrative interface provides access to back-end

functions, database, and log files.

Ability to change key fields (i.e. username (student to faculty),

rights, roles).

SIS INTEGRATION (continued)

Real time integration is supported (i.e. student add/drops).

Ability to export grades to the SIS.



Yes No Describe

SECTION 3. LEVEL OF PROFESSIONAL SERVICES REQUIRED:

TRAINING AND CLIENT SUPPORT

The LMS will assign a dedicated client representative to work on

the SUNY Sullivan account.

Training is offered for administrative support staff.

Training is offered for faculty.

Training materials and documentation are available for migration.

Training materials and documentation are available for use to

train faculty and students beyond migration.

Training materials are available at no extra cost.

Materials can be customized for use on our campus.


SECTION 4. THIRD PARTY INTEGRATIONS:

Integration

Ability to import/export grades from the LMS using APIs.

Ability to import grades from a file (opscan, excel).

Ability to integrate publisher content via e-packs, cartridges, or

packages with the LMS.

Ability to integrate Respondus with the LMS.

Ability to integrate Turnitin with the LMS.

Ability to integrate our library systems with the LMS interface.

Ability to integrate with student response systems (clickers).




INSTRUCTIONS:

Using the Cost Proposal Form provided on pages 71-75, Respondent is to enter all costs for the software

licensing subscription, maintenance, support, and professional services, and travel-related and/or other

costs, required to provide Respondent’s proposed Learning Management System.

PART 1: SOFTWARE LICENSING COSTS

1. Enter the “Unit Pricing” for the software licensing costs associated with Respondent’s proposed

Learning Management System Software (and any third party software required to achieve the

required functionality) for years 1, 2, 3, 4, and 5 in lines A, B, C, D, E, F, G, H, I, J and K, and multiply

the “Unit Pricing” quoted by the “Quantity” of 1,103 (FTE) and enter the product of these

calculations in Lines L, M, N, O, P, Q, R, S, T, U, and V, as appropriate.

2. Add the amounts entered in Lines L, M, N, O, P, Q, R, S, T, U, and V and enter their sum in Line W,

“Total Software Licensing Costs.”

PART 2: SOFTWARE MAINTENANCE COSTS

3. Enter the “Annual Cost” for software maintenance for Respondent’s proposed Learning

Management System software (and any third party software maintenance required to achieve the

required functionality) for years 1, 2, 3, 4, and 5 in Lines X, Y, Z, AA, BB, CC, DD, EE, FF, and GG.

4. Add the amounts entered in Lines X, Y, Z, AA, BB, CC, DD, EE, FF, and GG, and enter the sum of

this calculation in Line HH, “Total Software Maintenance Costs.”

PART 3: SOFTWARE SUPPORT COSTS

5. Enter the “Annual Cost” for software support for Respondent’s proposed Learning Management

System software (and any third party software support required to achieve the required

functionality) for years 1, 2, 3, 4, and 5 in Lines II, JJ, KK, LL, MM, NN, OO, PP, QQ, and RR.

6. Add the amounts entered in Lines II, JJ, KK, LL, MM, NN, OO, PP, QQ, and RR, and enter the sum of

this calculation in Line SS.

7. Add the amounts entered in Lines W, HH, and SS, and enter the sum of this calculation in Line TT,

“TOTAL FIVE (5) YEAR COST FOR SOFTWARE LICENSING, MAINTENANCE, AND SUPPORT.”

PART 4: IMPLEMENTATION COSTS

8. Enter the “Estimated # of Hours” required to complete each of the eight (8) categories of services

listed under “Implementation Costs” in Part 4 in Lines UU, VV, WW, XX, YY, ZZ, AAA, and BBB.

9. Enter the “Rate Per Hour” for each of the eight (8) categories of services listed under

“Implementation Costs” in Part 4 in Lines CCC, DDD, EEE, FFF, GGG, HHH, III, and JJJ.


10. For each of the eight (8) categories of services listed under “Implementation Costs,” multiply the

“Estimated # of Hours” entered in Lines UU, VV, WW, XX, YY, ZZ, AAA, and BBB by the

corresponding “Rate Per Hour” entered in Lines CCC, DDD, EEE, FFF, GGG, HHH, III and JJJ, and

enter the product of these calculations in Lines KKK, LLL, MMM, NNN, OOO, PPP, QQQ, and RRR.

11. Enter a not-to-exceed, lump sum amount for any and all estimated “Travel Related Expenses” in

Line SSS.

12. Enter a not-to-exceed, lump sum amount for “Any Additional Expenses, Except Travel” that have

not been captured elsewhere on the Cost Proposal Form in Line TTT .

13. Add the amounts entered in Lines KKK, LLL, MMM, NNN, OOO, PPP, QQQ, RRR, SSS, and TTT,

and enter their sum in Line UUU, “Total Implementation Costs.”

14. Add the amounts entered in Lines TT and UUU, and enter their sum in Line VVV, “GRAND TOTAL

FIVE (5) YEAR SOFTWARE LICENSING, MAINTENANCE, SUPPORT, AND IMPLEMENTATION

COST.”


COST PROPOSAL FORM SUNY Sullivan RFP for Learning Management System Software

and Related Maintenance, Support, and Professional Services

Respondent Name:

____________________________________________________

[Name of Company]

PART 1: SOFTWARE LICENSING COSTS

A. Learning Management System Software Proposed by Respondent

Contract

Year

Quantity

(FTE)

Multiplied

by Unit Price

Total Annual Cost of

Licensing by Year

Year 1

1,103 X

$__________ (Line A)

= $__________

(Line L)

Year 2

1,103 X

$__________ (Line B)

= $__________

(Line M)

Year 3

1,103 X

$__________ (Line C)

= $__________

(Line N)

Year 4

1,103 X

$__________ (Line D)

= $__________

(Line O)

Year 5

1,103 X

$__________ (Line E)

= $__________

(Line P)

B. Other Software (Any third-party software required to achieve required functionality, if applicable.)

Contract

Year

Quantity

(FTE)

Multiplied

by Unit Price

Total Annual Cost of

Licensing by Year

Year 1 1,103 X $__________

(Line F) =

$__________ (Line Q)

Year 2 1,103 X $__________

(Line G) =

$__________ (Line R)

Year 2 1,103 X $__________

(Line H) =

$__________ (Line S)

Year 3 1,103 X $__________

(Line I) =

$__________ (Line T)

Total

Software

Licensing

Costs: Year 4

1,103 X

$__________ (Line J)

= $__________

(Line U)

Year 5 1,103

X $__________

(Line K) = $__________

(Line V)

$_________ (Line W)


PART 2: SOFTWARE MAINTENANCE

COSTS PART 3: SOFTWARE SUPPORT COSTS

A. Maintenance for Respondent’s LMS

Software

A. Support for Respondent’s LMS Software

Contract

Year Annual Cost

Contract

Year Annual Cost

Year 1

$__________

(Line X)

Year 1

$__________

(Line II)

Year 2

$__________

(Line Y)

Year 2

$__________

(Line JJ)

Year 3

$__________

(Line Z)

Year 3

$__________

(Line KK)

Year 4

$__________

(Line AA)

Year 4

$__________

(Line LL)

Year 5

$__________

(Line BB)

Year 5

$__________

(Line MM)

B. Maintenance for “Other Software” (Any

third-party software required to achieve required

functionality if applicable.)

B. Support for “Other Software” (Any

third-party software required to achieve required

functionality if applicable.)

Contract

Year Annual Cost

Contract

Year Annual Cost

Year 1

$__________

(Line CC)

Year 1

$__________

(Line NN)

Year 2

$__________

(Line DD)

Year 2

$__________

(Line OO)

Year 3

$__________

(Line EE) Total Software

Maintenance

Costs:

Year 3

$__________

(Line PP) Total

Software

Support

Costs:

$_________ (Line SS)

Year 4

$__________

(Line FF)

Year 4

$__________

(Line QQ)

Year 5

$__________

(Line GG) $__________

(Line HH)

Year 5

$__________

(Line RR)

TOTAL FIVE (5) YEAR COST FOR

SOFTWARE LICENSING,

MAINTENANCE, AND SUPPORT:

$ _________ (Line TT)


PART 4: IMPLEMEMENTATION COSTS

Implementation

Costs

Estimated # of

Hours Multiplied by Rate Per Hour

Est. Cost

Software

Installation -

LMS Software

_________ (Line UU)

X $__________/hr.

(Line CCC) =

$_______ (Line KKK)

Software

Installation –

Other Software

_________ (Line VV)

X $__________/hr.

(Line DDD) =

$_______ (Line LLL)

Training

_________ (Line WW)

X $__________/hr.

(Line EEE) =

$_______ (Line MMM)

Project

Management _________

(Line XX) X

$__________/hr. (Line FFF)

= $_______ (Line NNN)

Software

Configuration

__________

(Line YY) X

$__________/hr. (Line GGG)

= $_______ (Line OOO)

Consulting

Services

__________

(Line ZZ) X

$__________/hr. (Line HHH)

= $_______ (Line PPP)

Data Conversion

__________ (Line AAA)

X $__________/hr.

(Line III) =

$_______ (Line QQQ)

Other

Implementation

Costs or Savings

Not Accounted

for Elsewhere

__________ (Line BBB)

X $__________/hr.

(Line JJJ) =

$_______ (Line RRR)

Travel & Other

Expenses

Estimated

Not-to-Exceed

Lump Sum

Amount

Travel Related

Expenses $__________

(Line SSS)

TOTAL

IMPLEMENTATION

COSTS:

$_______________ (Line UUU) Any Additional

Expenses, Except

Travel

$__________ (Line TTT)

GRAND TOTAL FIVE (5) YEAR SOFTWARE

LICENSING, MAINTENANCE, SUPPORT,

AND IMPLEMENTATION COST:

$____________ (Line VVV)

LEGAL NOTICE SULLIVAN COUNTY COMMUNITY ......December 15, 2016 DD Key Events Questions/Requests for...

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Transcript of LEGAL NOTICE SULLIVAN COUNTY COMMUNITY ......December 15, 2016 DD Key Events Questions/Requests for...