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REQUEST FOR PROPOSALRFP #2014-07

EDUCATION SERVICE CENTER REGION 10400 E SPRING VALLEY RDRICHARDSON, TX 75081

(972) 348-1112

NOTICE TO OFFERORS Texas Virtual School Network (TxVSN)

Website Redesign and DevelopmentRFP #2014-07

The Education Service Center Region 10 (“Region 10”) is soliciting proposals for Website Redesign and Development per the specifications, terms, and conditions stated elsewhere in this document. Proposals marked RFP # 2014-07; TxVSN Website Redesign and Development are to be submit-ted to:

Chief Financial Officer, Business ServicesEducation Service Center Region 10400 E Spring Valley RdRichardson, TX 75081Phone: 972-348-1112

Proposals will be received at the above address until 4:30 PM CDT, Monday, May 12, 2014. Proposals will be opened upon receipt at which time the evaluation process will begin. Please submit one (1) original and one (1) copy with signature. Proposals shall be submitted in an envelope marked on the outside with the offeror's name and address and proposal number/name RFP # 2014-07, TxVSN Website Redesign and Development.

Proposals must be submitted in sufficient time to be received and date/time-stamped at the above location on or before the published proposal date and time shown above. Region 10 will not be responsible for lateness of receipt due to mail delays or unavoidable circumstances. Proposals received after the published time and date will not be considered. Fax or other electronic proposals will not be accepted.

Offerors must submit proposals on the enclosed Proposal Forms by the time and date specified. All proposals must remain open until contract beginning date of May 19, 2014.

Sue Hayes, Chief Financial Officer DateEducation Service Center Region 10

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GENERAL INSTRUCTIONSTexas Virtual School Network (TxVSN)


1.0 GENERAL. The following instructions by the Education Service Center Region 10 (“Region 10”) are intended to afford offerors an equal opportunity to participate in the contract.

“Offeror” refers to an individual or company making a proposal to this RFP. “Vendor” refers to an individual or company awarded this contract

1.1 Before submitting a proposal, offerors should familiarize themselves with all parts of this solicitation because these parts become a part of any resulting contract. Region 10 will accept the proposal and award the contract to the winning vendor(s) by issuance of an award letter to the vendor at the address listed on the proposal documents. A detailed contract will be developed with the selected vendor after the contract is awarded.

1.2 Inquiries Any questions/explanations desired by an offeror regarding the meaning or interpretation of these instructions or any other proposal documents must be requested in writing to by Friday May 9, 2014 at Noon CDT. All written inquiries may be mailed or emailed to:

Sue Hayes, Chief Financial Officer 400 E Spring Valley Road

Richardson, TX [email protected]

Inquiries must be received so that sufficient time is available for a reply to reach offerors before the submission deadline. Any information given to an offeror will be furnished to all offerors as an addendum to the RFP if such information is necessary to offerors in submitting proposals or if the lack of such information would be prejudicial to uninformed offerors.

1.3 This solicitation is in eight parts (8) parts: 1. Notice to Offerors; 2. General Instructions to Offerors; 3. General Conditions; 4. Services To Be Proposed Specifications; 5. Proposal Response Directions and Contract Specifications; 7. Attachments A, B, C., D, E, and F; as well as, 8. the Texas Education Agency General Provisions. These parts are applicable and form a part of all contract documents and a part of the terms/conditions of all purchase orders included in the specifications and proposal forms.

1.4 RFP Events - The following is the required schedule of events for this solicitation. This schedule may change depending upon the results of the proposals.

RFP #2014-07 EVENT DATE NOTERFP Release Friday 4/11/2014 at

Noonhttp://www.region10.org/rfqprocess

RFP Webinar Thursday 4/17/2014 at 9:00 AM CDT

http://tinyurl.com/RFP2014-07orAudio only call-in number:571-392-7703

and enter PIN: 903 734 027 132 when prompted

Last Day for Vendor Inquiries Friday 5/9/2014 at Noon CDT

n/a

RFP EVENT DATE NOTE

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http://tinyurl.com/RFP2014-07

mailto:[email protected]



RFP Response Due Monday 5/12/2013 at 4:30 PM CDT

n/a

Contract Award On or before 5/19/2014 at 4:30 PM CDT

n/a

1.5 All offerors have an opportunity to receive general and clarifying information about the scope of the RFP through an optional webinar on Thursday, April 17, 2014 at 9:00 AM CDT. Access the webinar by directing an internet browser to the uniform resource locator (URL) http://tinyurl.com/RFP2014-07. Offerors may also participate audio-only by using call-in number 571-392-7703 and PIN: 903 734 027 132. To view the hardware and software pre-requisites for the webinar visit support.blackboardcollaborate.com prior to the webinar start time. Region 10 is not responsible for technical malfunction, transmission delay, or any event beyond its control experienced by those participating in the webinar or audio call.

Each person participating in the webinar will be required to provide his/her full name. Once connected to webinar, the offeror and each of its representatives participating in the webinar will enter his/her name, title, organization, and email address in the Chat Box. Region 10 reserves the right to drop unidentified participants from the webinar.

1.6 If the offeror discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, he/she shall immediately notify Region 10 of such error in writing and request modification or clarification of the document. Any modifications will be made by issuing an addendum to all offerors.

1.7 Region 10 is required to evaluate competitive procurement offers received from non-resident offerors according to the procurement preference law of the state in which the non-resident offeror’s principal place of business is located.

1.8 REGION 10 WILL NOT ACCEPT ANY GRATUITIES OR OFFERS OF EMPLOYMENT in connection with any decision, approval, disapproval, or recommendation of this proposal from any offerors.

1.9 NO GUARANTEE ANNUAL VOLUME -There is no commitment from Region 10 or any member district to purchase any given level of services. Award and purchase is subject to availability of funding.

2.0 SPECIFICATIONS Offerors are expected to examine the specifications, standard provisions and all instructions. Failure to do so will be at the offeror's risk. Proposals submitted on other than authorized forms or with different terms or provisions may be considered to be non-responsive proposals.

3.0 INFORMATION REQUIRED. Each offeror shall furnish the information required by the proposal documents. The offeror shall sign, in ink, the “Request for Proposal Form,” the “Felony Conviction Notification,” the “Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion,” and the “Conflict of Interest” forms and return each with the proposal. The

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http://support.blackboardcollaborate.com/

http://tinyurl.com/RFP2014-07



person signing the documents must initial erasures or other changes. Proposals signed by an agent of the offeror will be binding on the offeror.

4.0 SUBMISSION OF PROPOSALS - The offeror should propose his/her lowest and best price and disclose what is included in the price. Sealed proposals shall be submitted in an envelope marked on the outside with the offeror’s name and address and the proposal number/name. Proposals must be submitted in sufficient time to be received and date/time-stamped at Region 10’s Business Services on or before the published date and time deadline shown on this solicitation. Proposals received after the published time and date will be returned to the offeror unopened. Faxed or other electronic proposals will not be accepted. Proposals may be delivered in person or addressed to:

Chief Financial Officer, Business ServicesRFP # 2014-07Education Service Center Region 10400 E Spring Valley RdRichardson, TX 75081Phone: 972-348-1112

4 . 1 OFFERORS SHOULD PROPOSE THEIR BEST RATE INITIALLY . While discussions/negotiations will be conducted, award may be made without discussions/negotiations; therefore, it is in the offeror’s best interests to provide his/her best rate initially.

4.2 REGION 10 IS EXEMPT FROM FEDERAL EXCISE TAXES, STATE AND LOCAL SALES, AND USE TAXES.

4.3 FAILURE TO MANUALLY SIGN the proposal may disqualify the proposal.

4.4 DISCUSSIONS/NEGOTIATIONS WILL BE CONDUCTED WITH OFFERORS who are deemed to be within the final competitive range; however, Region 10 reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by Region 10’s reviewers will include only those initial proposals that the reviewers determine have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, offerors will be required to submit a best and final proposal. The reviewers will use the point system outlined in Attachment F of this document.

5.0 MODIFICATIONS OR WITHDRAWAL OF PROPOSALS. Proposals may be modified or withdrawn by written notice received by Region 10 prior to the time and date specified for receipt of proposals. A proposal may also be withdrawn in person by an offeror or his/her authorized representative prior to the proposal deadline, provided the offeror's identity is made known and he or she signs a receipt for the proposal.

6.0 OPENING PROPOSALS. All proposals shall be opened as soon after receipt as is reasonably practicable. Rates/other proposal information will not be disclosed prior to award because negotiations/discussions may take place and the release of information may adversely impact on the competitive advantage afforded offerors. Once the contract is awarded, all proposals are a matter of public record and will be made available to offerors upon written request only.

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7.0 REFERENCES . All offerors must submit a list of references for which offeror has provided like services. Failure to provide references may cause proposal to be considered non-responsive. Please list company name and address, phone number, a contact name, and a uniform resource locator (URL) for the website created by the offeror for that reference.

8.0 AWARD In the event that the awarded vendor cannot fulfill its contract, then a contract can be offer ed to the vendor with the second best value to Region 10 without re-bidding.

9.0 PROPRIETARY DATA OR CONTENT Proprietary and confidential information contained in responses shall not generally be open for public inspection; however, Region 10’s records subject to the Public Information Act (formerly called the Open Records Act). Applicant must clearly designate data or content considered proprietary for the awareness of RFP reviewers.

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GENERAL CONDITIONSTexas Virtual School Network (TxVSN)


1.0 SCOPE OF PROPOSAL . See Services to be Proposed Specifications.

2.0 INTERPRETATION This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms thereof. Both parties represent that they have read and fully understand every term/condition of this agreement. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used herein. Any change of this RFP will be made by addendum and issued by Region 10 to all who are known to have expressed interest in this RFP. It will be the responsibility of all offerors to contact Region 10 prior to submitting a proposal to this RFP to ascertain that all addenda have been received by the offeror.

3.0 PROPOSAL SUBMITTAL. A signed, submitted proposal constitutes a commitment to deliver the services specified in the solicitation if chosen. An identical, unsigned digital copy of the proposal on CD, DVD, or flash drive must be submitted along with the signed, printed copy. Media will not be returned.

4.0 SPECIFICATIONS. The offeror shall note in writing any deviations from the specifications and shall submit those changed specifications as alternates.

5.0 EVALUATION. Contracts will generally be awarded based upon the proposal that best meets the most specifications and proposes the lowest rates to deliver the services requested, that is deemed a responsible proposal, with clear understandable rate structures and other factors considered. Purchase will not be based solely on low rates alone, but on the basis of the proposal that offers the best value and is most advantageous to Region 10 and participating schools. Attachment F outlines the Evaluation Rubric to be used by the proposal reviewers.

5.1 BEST VALUE - A contract will be awarded the vendor based on best value to Region 10.

6.0 RESERVATION OF RIGHTS. Region 10 expressly reserves the right to:

(a) Reject or cancel any or all proposals;

(b) Waive any defect, irregularity or informality in any proposal or proposal procedure;

(c) Waive, as an informality, minor deviations from specifications at a lower rate than other proposals meeting all aspects of the specifications if it is determined that total cost is lower and the overall function is not impaired;

(d) Reissue a proposal solicitation;

(e) Consider and accept an alternate proposal as provided when most advantageous to the ESC.

7.0 ACCEPTANCE. Acceptance of an offeror's proposal will be by issuance of an award letter. Region 10 will sign a formal contract with the vendor incorporating all specifications and or services.

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8.0 DELIVERY/DELIVERY DATE (S). Delivery of services under this RFP is to be from the award date of 5/19/2014 to 8/31/2014.

If the vendor fails to initiate services in a timely manner, the vendor shall pay to Region 10 an amount of damages to be specified in the final negotiated contract. This amount represents a reasonable cost to compensate Region 10 for time and effort involved in procuring replacement services, which costs would be difficult, if not impossible, to compute with certainty, and does not constitute a penalty. Assessment of liquidated damages does not preclude Region 10 from seeking and obtaining other remedies as set forth in this solicitation or any other remedy at law or in equity available to Region 10.

9.0 GENERAL TERMS AND CONDITIONS - Offeror agrees to comply with the requirements of the Texas Education Agency (TEA) General Terms and Conditions (General Provisions). The TEA holds ESC-Region 10 and its subcontractors responsible for all provisions as allowable by state and federal law.

10.0 INVOICES AND PAYMENTS. Payment shall be made to vendor within thirty (30) days after receipt and acceptance of undisputed invoices for task completed. Payment is deemed to be made on the date of mailing the check.

11.0 TERMINATION. Region 10 shall have the right to terminate for default all or any part of this contract if offeror breaches any of the terms hereof or if the offeror becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Region 10 may have in law or equity, specifically including, but not limited to, the right to collect for damages or demand specific performance.

Region 10 has the right to terminate this contract without penalty, for factors including, but not limited to, non-appropriation or non-availability of funds, by delivery to the offeror a "Notice of Termination" specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective, which shall be no sooner than 90 days from receipt of the “Notice of Termination”.

12.0 ASSIGNMENT, DELEGATION, INTEGRATION, AND AMENDMENT. No right or interest in this contract shall be assigned or any obligation delegated by vendor without the written permission of Region 10.

12.1 THE TERMS/CONDITIONS HEREIN CONSTITUTE THE ENTIRE AGREEMENT between the parties, subject to the final negotiated contract and both parties represent that they have read and fully understand every term/condition of this agreement.

12.2 ANY WAIVERS/MODIFICATIONS shall not be enforceable unless in writing and signed by Region 10.

13.0 APPLICABLE LAW. The Uniform Commercial Code as adopted in the State of Texas and in force shall govern this RFP, and its resulting contract.

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14.0 NOTIFICATION OF CRIMINAL RECORD. The person or entity submitting a proposal must give notice to Region 10 (attached Felony Conviction Notification form); at the time of proposal submission, if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in this conviction of a felony (this requirement does not apply to a publicly held corporation)

15.0 EQUAL EMPLOYMENT OPPORTUNITY: All offerors shall be in compliance with the Executive Order 11246, entitled "Equal Employment Opportunity" as amended by the Executive Order 11375, and as supplemented in Department of Labor Regulations. (41 CFR Part 60). During the performance of this contract, the vendor agrees not to discriminate against any employee or applicant for employment because of race, color, national origin, age, religion, gender, marital status, handicapping condition, or political belief.

All Small Business and Minority Firms, Historically Underutilized Businesses, Women’s Business Enterprises, and Labor Surplus Area firms are especially invited to submit Proposals.

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SERVICES TO BE PROPOSED SPECIFICATIONSTexas Virtual School Network (TxVSN)


1.0 SCOPE OF PROPOSAL.

1.1 PURPOSE : The purpose of the Texas Virtual School Network (TxVSN) Website Design and Development project is to update the Texas Virtual School Network website with a new, professional design and website content information architecture that supports easy navigation to key services, content management system (CMS), updated content, and integration with other TxVSN systems such as the statewide catalog, course provider and receiver district workspace (My TxVSN), as well as, the professional development center.

2.0 SPECIFICATIONS:

2.1 THE TEXAS VIRTUAL SCHOOL NETWORK (TXVSN) - In April 2008, Education Service Center (ESC) Region 10, in collaboration with the Harris County Department of Education, was awarded the central operations of the Texas Virtual School Network (TxVSN) by the Texas Education Agency. It a handles day to day operations, student registration, course catalog listings, course review, and administrative and reporting functions.

2.1.2 TxVSN WEBSITE - The TxVSN website at www.txvsn.org launched in January 2009. The most recent redesign took place in 2011. Since then, much has changed in the architecture of CMS, as well as, the level of expectations of services provided by virtual school websites and the technology to support online services. The current website holds a significant amount of specialized information currently organized by audience, but it is reported that it is often difficult for users to find what they need. The new website design must be visually appealing, able to deliver a significant amount of information without being overwhelming, and have an intuitive, clean interface. It must offer an online, easily updated calendar of events. Although the TxVSN uses Google analytics, improved statistics tracking and measurement of site usage, visits, and engagement is needed. The selected vendor will provide either a proprietary or open-source content management system, site design, page construction, training and testing.

Key project deliverables include:

interviewing both the Texas Education Agency (TEA) staff and TxVSN information technology and operations staff on desired website improvements and technical needs respectively;

customizing a content management system that allows for permissions-based editing (to the page and folder level) with ability to create, edit, and assign user roles;

designing and building separate top-level pages for target topics and audiences, as well as, the creation of templates for the design of the remainder of the site in a manner consistent with the top-level pages;

providing design recommendations and specifications for the integration of statewide catalog, informed choice reporting (data center), and other TXVSN systems;

providing training to the TxVSN operations and information technology staff to allow for website maintenance, expansion, and enhancements; and ,

ensuring CMS compatibility with Microsoft Windows server applications and planned hosting at Harris Count Department of Education.

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http://www.txvsn.org/



2.1.3 REQUIREMENTS Gathering and Project Planning The selected vendor will compile a requirements document, in a format to be proposed by the vendor in the proposal and refined after acceptance of the proposal. The selected vendor will consider items including in the requirements document:

ADA compliance and conformance with guidelines of W3C’s Web Accessibility Initiative and Section 508 of the Rehabilitation Act 29 U.S.C. 794d);

use of a content management system and distributed authorship; responsive site design and a mobile-friendly site version; browser and platform compatibility standards; site load time; site-specific search capabilities available on every webpage; form creation and processing; detailed analytics reporting; password protection for areas available only to internal audiences; graphic treatment consistent with TxVSN integration of video, audio, photography and social media; breadcrumb navigation on every page.

2.1.4 DESIGN AND CONTENT MANAGEMENT

The selected vendor will provide creative treatment for at least two (2) concepts, but no more than three (3) designs for the site as a means of meeting the requirements. Based on the selected concept, the vendor will proceed with one (1) concept.

The selected vendor will finalize the design for the selected concepts and prepare them for development.

The selected vendor will specify the content management system recommended for use on this project and provide evidence of experience utilizing this platform for sites similar in complexity to this project. Region 10 retains the right of final approval on all Web tools that are to be used.

2.1.5 SPECIFICATIONS DEVELOPMENT AND TESTING

The selected vendor will develop those portions of the website agreed upon by the vendor and the Region 10, complete with source code and documented testing. The vendor will also provide technical documentation regarding site architecture.

2.1.6 IMPLEMENTATION Maintenance Training - The selected vendor will be required to provide training to the

project and information technology staff for the maintenance of the new site. The vendor will also provide maintenance documentation. Part of this proposal will be a suggested format for the documentation and an outline of a plan to complete this training, including format and duration of the training.

Beta/Cutover Test Plan - The selected vendor will be responsible for submitting a complete cutover and Beta Test plan to move from the old site to the new site.

Server Configuration and Required Software - The selected vendor will provide required server configuration and software needed for finished site.

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Ongoing Support -The selected vendor will supply phone and/or email support for Region 10 project and information technology staff for the first twelve (12) months following the successful launch of the system must be provided.

2.2 BUDGET REQUIREMENTS: - Provide a proposed cost bid by task in the format outlined in Attachments B and C.

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PROPOSAL RESPONSE DIRECTIONS Texas Virtual School Network (TxVSN)


1.0 PROPOSAL RESPONSE DIRECTIONS

1.1 PROPOSAL FORMAT. Outlined below is a Table of Contents format that should be used for RFP responses to help in the comparison of submission documents in the evaluation process. Two copies should be provided, one with original signatures.

I. Copy of RFP II. Signed Proposal Forms:

Request for Proposal Form Felony Conviction NotificationCertification Regarding DebarmentConflict of Interest Questionnaire

III. Copy of Vendor’s standard contractIV. Attachment A – ReferencesV. Attachment B – Pricing ScheduleVI. Attachment C – MaintenanceVII. Attachment D – Task and TimelineVIII. Attachment E – Content Management System (CMS) ChecklistIX. Attachment F – Evaluation Rubric (information only)X. Texas Education Agency General Provisions (information only; however,

submission of proposal indicates agreement to provisions)

2.0 VENDOR CONTRACT. Each vendor will provide a copy of a standard contract listing proposed agreements on areas such as product ownership, copyright, indemnification, termination, update and upgrade expectation, service level agreements, and any other topic the vendors includes in its standard contract. If two contracts are required (an End-User License Agreement for the districts and a Professional Services Agreement for Region 10), include them both.

Region 10 requires that any design ideas, concepts, source code, custom scripts, and graphic elements provided as a result of this project become the property of the Region 10 and its administrating authority the Texas Education Agency. Additionally, Region 10 may make subsequent change to the site at its discretion. All rights of ownership will reside with Region 10. Any copyrightable subject matter or works will be considered Works for Hire. Region 10 will add a TEA copyright notice to the site. Upon completion, webpages will not name, identify or link to the vendor that developed it.

3.0 OTHER MATERIAL AT VENDOR’S DISCRETION TO DOCUMENT THEIR PROPOSAL. The offeror may supply additional materials as it deems necessary to demonstrate its ability to successfully complete this project.

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REQUEST FOR PROPOSAL FORMTexas Virtual School Network (TxVSN)


TO: Education Service Center Region 10I, or we, the duly authorized undersigned, having carefully read the Notice to Offerers, Instructions to Offerers, General Conditions, Contract Specifications, and Proposal Form, do hereby agree to enter into a contract, if awarded, with Region 10 by tendering this proposal to perform the service(s) specified in this solicitation. I, or we, will perform the service(s) per specifications found in this proposal document for the rates indicated.

I, or we, also certify to the accuracy of the certifications required (including, but not limited to, Felony Conviction Notice and Certification Regarding Debarment, Suspension, Ineligibility, Volun-tary Exclusion, and Conflict of Interest) which accompany this proposal.

The rates in this proposal have been determined independently, without consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such rates, with any other offerer or with any competitor. I, or we, are authorized to submit this proposal and have not been a party to any collusion among proposal/offerers in restraint of freedom of competition by agreement to propose at a fixed rate or to refrain from proposing; or with any Region 10 employee, Board Director, or consultant as to quantity, quality, or rate in the prospective contract, or in any terms of the prospective contract except in any authorized discussion(s) with Region 10’s RFP personnel; or in any discussions or actions between proposal/offerers and any Region 10 employee, Board Director, or consultant concerning exchange of money or other things of value for special consideration in the award of this contract.

Date: Name of Firm: Firm’s address:

Signature: ___________________________________

Name/Title: Phone Number: Email: Fax Number: SS or Fed ID #: If your firm is a minority owned business, women’s enterprise, HUB (Historically Underutilized Business), please so indicate and, if certified, attach a copy of certificate._________________

PROPOSAL ENVELOPES SHOULD BE CLEARLY MARKED: RFP # 2014-07, TxVSN Website Design and Development

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FELONY CONVICTION NOTIFICATIONTexas Virtual School Network (TxVSN)


State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district (or in this case education service center) must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.”

Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.”

This Notice Is Not Required of a Publicly Held Corporation

Offerer’s Name:

Authorized Company Official’s Name (Printed): A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.

Signature of Company Official:

B. My firm is not owned nor operated by anyone who has been convicted of a felony.


C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony.

Name of Felon(s):

Details of Conviction(s):


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CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY, AND VOLUNTARY EXCLUSION

Texas Virtual School Network (TxVSN) Website Redesign and Development

RFP #2014-07

In accordance with Executive Order 12549 DEBARMENT AND SUSPENSION, the prospective vendor certifies by submission of this proposal, that neither it nor it’s principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this transaction by any Federal department or agency.

Where the prospective vendor is unable to certify to any of the statements of this certification, such prospective participant shall attach an explanation to this proposal.

The certification in this clause is material representation of the fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective vendor knowingly entered an erroneous certification, in addition to other remedies available to the Federal Government, Region 10 may pursue any and all available remedies, including suspension and/or debarment.

Additionally, the prospective vendor shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective vendor learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

The prospective vendor agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any transactions with a person or firm who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by Region 10.

Except for transactions authorized under the previous paragraph, if a prospective vendor in a covered transaction knowingly enters into a transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in the transaction, in addition to other remedies available to the Federal Government, Region 10 may pursue and all available remedies, including suspension and/or debarment.

Potential Vendor Name:

Title of Authorized Representative:

Mailing Address:

Signature:

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CONFLICT OF INTEREST QUESTIONNAIRE (Form CIQ)For vendor or other person doing business with local government entity


RFP #2014-07

This questionnaire is being filed in accordance with Chapter 176 of the Local Government Code by a person doing business with a government entity.

By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

1. Name of person doing business with local government entity:

2. Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7 th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3. Describe each affiliation or business relationship with an employee or contractor of the local government entity who makes recommendations to a local government officer of the local government entity with respect to expenditure of money.

4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local government entity that is the subject of this questionnaire.

5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C are YES.)

A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? YES NO

B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local government entity? YES NO

C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government serves as an officer or director, or holds an ownership of 10% or more? YES NO

D. Describe each affiliation or business relationship.

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CONFLICT OF INTEREST QUESTIONNAIRE (Form CIQ)For vendor or other person doing business with local government entity


RFP #2014-076. Describe any other affiliation or business relationship that might cause a conflict of

interest.

7. Organization Name:

_______________________________________________ Signature of person doing business with government entity Date

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ATTACHMENT A - REFERENCESTexas Virtual School Network (TxVSN)


Include at least three (3) references including entity name, address, contact information, and URL of the website developed for that particular reference. Provide a brief description services rendered for each reference.

1. COMPANY OR GOVERNMENT:

Address:

Contact:

Website URL

Description:


Address:

Contact:

Website URL:

Description:


Address:

Contact:

Website URL:

Description:


Address:

Contact:

Website URL:

Description:


Address:

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ATTACHMENT A - REFERENCESTexas Virtual School Network (TxVSN)


Contact:

Website URL:

Description:

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ATTACHMENT B – PRICING SCHEDULETexas Virtual School Network (TxVSN)


The website design, CMS software, implementation, training, and maintenance prices below must remain firm. Any price adjustments through the life of this agreement must be mutually agreed upon in writing.

Website DesignItem Description Quantity Unit Price Total Price

1.2.3.4. Vendor may add additional lines as needed

Website CMS Software

Item Description # of Hours Hourly Rate Total Price1.2.3.4. Vendor may add additional lines as needed

Implementation

Item Description # of Hours Hourly Rate Total Price1.2.3.4. Vendor may add additional lines as needed

Training – also indicate if training will be at no additional charge

Item Description Cost per class Total Price1.2.3.4. Vendor may add additional lines as needed

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ATTACHMENT C – MAINTENANCETexas Virtual School Network (TxVSN)


Maintenance

Provide Annual Maintenance costs below. If discounts are available for multi-year support agreements, please provide this information regarding the length of term and the net discount percentage. Please also ensure that your prices below are firm for one (1) year after final written acceptance of services by the Region 10 and the TxVSN project.

Item Description Discount %

Length of term

Total Price

1 year of phone and email support to be included in the proposal

1 Full maintenance: supporting hardware and software 8 a.m. to 5 p.m., Monday – Friday with two (2) hour response

3 What is your plan for emergency response in case of critical failure? Do you have an emergency response plan with one (1) hour or less response? If so please explain and include pricing. If not, so indicate.

4 If the Region 10 chooses time and materials coverage, what is the rate for standard business hours and after hours? State your definition of business hours.

6 Propose the maintenance you believe would best serve the Region 10 and the TxVSN project.

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ATTACHMENT D: PROJECT TASKS WITH PROPOSED TIMELINE Texas Virtual School Network (TxVSN)


Complete a proposed timeline for tasks to be accomplished for the project. Insert or add rows as needed to add tasks and timeline elements needed to successfully complete this project. Activities already scheduled must remain “as is” on the task timeline. Activities not schedule should remain on the timeline and a date projection should be provided.

DATE / TIME Activity5/19/2014 by 4:30 PM CDT Notification of Award

Coordination meeting with Region 10.Thursday, June 12 at 5:00 PM CDT

Interview of Harris Co Department of Education staff completed by this date

Mon. June 23: 11:30 AM -5:00 PM CDTorWed. June 25: 9:30 AM -5:00 PM CDT

Interview with Texas Education Agency staff occurs

Bi-weekly coordination conference calls with Region 10Design (proof of concept) to administrating authority for approval by Region 10 and then the Texas Education AgencyAdministrating authority selection with any design revisions dueMigrate content to new siteRegion 10 sign-off for project completion

8/31/2014 All contract tasks completed

9/5/2014 Final invoice for all completed task due on or before this date

Date Vendor may add additional lines as needed




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ATTACHMENT E: CMS FEATURES CHECKLISTTexas Virtual School Network (TxVSN)


CMS Name: Describe the offeror’s experience with CMS Note: If not using proprietary content management system, the proposal should specifically address their experience developing in the selected CMS.

Content Editor and ManagementFeature Yes No Describe

Does the CMS software provide a WYSIWYG rich text editor an easy interface for nontechnical users to update content?

Can administrators limit certain features of the WYSIWYG editor?

Does the CMS have software have meta data management tools? If yes, describe

Can content reside multiple areas or be referenced in multiple areas?

Archiving and Roll Back and Restore FunctionalityFeature Yes No Describe

As pages are updated, are existing versions automatically archived?

Describe the CMS software’s version control of content and rollback to the previous versions of content and documents/pages

Does the CMS generate an audit trail and reports for the content that was updated? If yes, please describe this functionality.

4(B)3. Content SchedulingFeature Yes No Describe

Can the CMS schedule publishing or deletion/archive of content based on date, time and/or approval?

NavigationFeature Yes No Describe

Describe the ability of users to create new navigation menus.

Describe the ability of users to move or change the placement of navigation menus.

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Does the CMS software manage content and links for MEGA Drop Down Menus in it’s global navigation?

Does the CMS software manage navigation and display of interactive content such as tabbed content areas?

Is ‘breadcrumb’ navigation automatically created and maintained by the software on every page of content? If yes, please describe how this content and links is managed.

Does the CMS support the ability to generate friendly URLs?

Does the CMS support key-board only navigation?

Master CalendarFeature Yes No Describe

Describe the website calendar functionality.

Does the calendar create event reminders for site users to download event reminders to their own calendar applications?

Security/AuthorizationFeature Yes No Describe

How are users and user groups created and managed

Can users with different access rights be created reassigning ownership to another user or user group?

Describe the administrator’s role and access to content and content management on the website.

Describe the CMS software’s workflow management tools including the ability to customize the workflow, workflow notifications, and the auditing capabilities of the workflow system.

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OTHERFeature Yes No Describe

Does the CMS meet ADA / 508 standards? If yes, please describe how this is accomplished. If not all requirements are met, please describe

Does the calendar create event reminders for site users to download event reminders to their own calendar applications?

Does the CMS support social networking links for site visitors to share content on Facebook, Twitter, etc.? If yes, please describe this functionality and the ability to manage which sites are included in this feature.

Does the CMS support viewing text only, printing, and mobile access of content? If yes, please describe the mobile access systems supported.

Does the CMS provide for the management of content in rotating content or slideshow type of content that could support a rotating news feature on the home page?

ATTACHMENT F - EVALAUTION RUBRIC Texas Virtual School Network (TxVSN)


POINTSProposed Fees/Costs - including itemized costs for estimated total number of hours to complete the project and estimated costs for each anticipated tool necessary to complete the project as proposed including up to 1 year of maintenance.

30

Qualifications (Company expertise & demonstration of ability to successfully design and implement on-time and to budget)

20

Project Approach & Understanding (methodology to reach implementation, including timeline, and CMS features)

20

Experience (company and staff expertise with projects of similar size and nature) 15

References including relevant examples of recent work performing services of similar size and nature, including website examples)

15

Total 100

INFORMATION ONLY

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TEA GENERAL PROVISONSTexas Virtual School Network (TxVSN)


POSTED AS A SEPARATE WEBPAGE ON http://www.region10.org/rfq-process/index/

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