ࡱ> BE?@A{ ybjbjzz N=z z $PH,$MP(R%T,(,$/rQX)RRX)X)4H0H0H0X)jH0X)H0H0VP:u)Z|0MS*S &SX)X)H0X)X)X)X)X)H0X)X)X)MX)X)X)X)SX)X)X)X)X)X)X)X)X)z :  UNIVERSITY OF OREGON The State Board of Higher Education acting by and through the UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) Center on Teaching & Learning (CTL) Learning Management System (LMS) RFP No. 226000-0015-RFP Proposals Due No Later Than: 3/28/2013 at Issuing Office. Postmarks will not be considered. Issuing Office: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) to provide and implement a Learning Management System. LMS and long term plans at CTL CTL has three major purposes for developing on-line training: Enhance the quality of delivery of its products to teachers in the classroom by providing improved, more accessible teacher training (Professional Development). Support research on LMS-delivered training by examining classroom results of children whose teachers have used the on-line professional development delivered by the LMS. Development of new revenue sources for the organization. Project Phase I & II Definition Phase I is defined as a go-live for two Professional Development courses by May 31, 2013. Phase II will include at least one Research, Development and Outreach (RDO) course, plus extended LMS functionality in reporting to support both administration and research. All requirements are marked as either Phase I or Phase II. The objective at this stage is to confirm both the requirement and which phase the requirement is in. CTL Department Group included in Phase I and II: Measurement, Evaluation, and Application Development (MEAD) Department Group included in Phase II only: Research, Development and Outreach (RDO) Existing Applications and Systems relevant for Phase I: CTL Website. Content developed in Articulate, Adobe PDFs, Test Templates, MS Word, PowerPoint, and Excel content and course specifications documents. Expected deliverables are listed in Scope of Services, below. It is anticipated that the term of the contract awarded under this RFP, will be for 1 year with an option, at Universitys sole discretion to extend the contract for 3 additional 1 year terms, contract not to exceed a total of 4 years. For additional information or clarification of requirements contact: Julie Watts Center on Teaching & Learning 1600 Millrace Drive, Suite 207 Eugene, OR 97403 jwatts2@uoregon.edu Unless otherwise specified, requests for clarification or change of the RFP document must be received by University in writing at least ten business days prior to the Closing Date and Time. Requests for clarification or change must include the reasons for the clarification or change, and any proposed changes to specifications or provisions. University will consider all requests for clarification or change and, if appropriate, amend this RFP by issuing an addendum. University may extend the Closing Date and Time if such information significantly amends this solicitation or if University determines that compliance with the original proposed Closing Date and Time is impractical. This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Any addenda will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. All proposals must be received by University's Issuing Office by 5:00 p.m. on or before March 28, 2013 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address and email are listed on the cover page and below. Issuing Office mailing and delivery address, phone and e-mail: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8 A.M. to 5 P.M. Section II Scope of Services The following services will be provided by the successful Proposer: 2.1 Learning Management System Provision and Implementation Phase I and Phase II including the following categories: 1. Success Criteria for Go-Live 2. Administration and Security 3. LMS User Interface/User Experience 4. Ecommerce and Course Pricing 5. Reporting 6. Course Content and Development 7. Training Model 8. Current Issues and Requirements 1 Success Criteria for Go-Live Success criteria are those requirements that must be met for the project to be considered a success. 1.1 Two MEAD Courses, courses ready May 31, 2013 (Phase I) LMS: Requirement(s): Both courses must be ready on the LMS for focus group rollout by the end of May, for testing in focus groups. Full scale rollout: The LMS must be configured to handle up to 5,000 simultaneous user sessions (50% of the estimated 10,000-learner initial subscription). The LMS must be ready for full scale rollout by August 1, 2013. (Note: LMS: indicates a requirement for the LMS system, requirements marked CTL: refer to other related project requirements that are the responsibility of CTL) 1.2 Single sign-on integration (Phase I) LMS: Requirement(s): Single sign-on functionality must be implemented through the CTL website or a newly constructed Lightweight Directory Access Protocol (LDAP) interface that provides sign-on for both the CTL website and the LMS. Single sign-on must be ready by August 1, 2013. 1.3 End-to-end billing process ready by May 31, 2013 (Phase I) CTL: Requirement(s): A billing process must be designed and developed prior to May 31. The billing process may include a variety of separate tools, including a quoting system and spreadsheets, or an integrated billing database system, depending on time and resources available for the May 31 deadline. Staffing requirements to run the billing system must be estimated. 1.4 Support fundamental CTL research goals (Phase II) CTL-LMS: Requirement(s): CTL - Correlate results of children taking tests with teacher-training received in LMS. CTL - Correlate results of children receiving RDO teaching with teachers who have received related teacher-training in LMS. LMS - Develop a database schema encompassing both the CTL website and the LMS including adding the necessary foreign keys for joining tables in ad-hoc queries developed for reports to support research goals. 2 Administration & Security 2.1 Handle a variety of User Roles with differing security access LMS: Requirement(s) (Phase I): Support the following user types (all of which can sign up for courses): Master System Administrator LMS System Administrators State-Level Administrators Project (School District Administrator, or School Group administrators, if schools cross district lines) Principals (or designated School-wide administrator) Researchers Cohorts (of Learners) Learners (Teachers, or Assessors receiving Professional Development) Parents (or other types of learners) 2.2 Create a 4-Level hierarchy of control LMS: Requirement(s) (Phase I): Master & LMS System Administrators can create users & define access for: Level 1: CTL (MEAD & RDO) Administrators Level 1: Course Authors Level 1: Researchers Level 1: State-Level Administrators create & define access for: Level 2: Project Administrators create & define access for: Level 3: Cohorts of Learners Level 3: Principals: create & define access for: Level 4: Learners Level 4: Parents 2.3 Single Sign-On (success criteria) CTL-LMS: LDAP (Phase I): CTL to Implement an LDAP (Lightweight Directory Access Protocol) client-server security solution, independent of either the CTL website or the LMS. LMS: Provide API to integrate with LDAP. 2.4 Capture user activity data LMS: Requirement(s) (Phase II): User course progress User time logged in / out on a given course Course completion datacaptures when a user completes the course. 2.5 All security & activity data SQL compliant LMS: Requirement(s) (Phase I): All data except course content stored in SQL database. Export functionality provided for CSV, Excel, etc. 2.6 Capture administrative details on users LMS: Requirement(s) (Phase I): Name, Address, Email (default LDAP meta data read by LMS API). CTL website user or Not (also read from LDAP). Report Access. CMS / Knowledgebase access / discussion forum. Courses Authorized. User Role (type). 2.7 Automated password reset CTL: Requirement(s) (Phase I): Email a reset password to a user who has lost a password. User can reset password at any time. User must get password correct in 3 tries or wait 15 minutes. 2.8 Content accessibility LMS: Requirement(s) (Phase I): Accessibility of all content: compliance with the appropriate provisions of Section 508, reflected by compliance with all  Priority 1 guidelines of the W3C Web Content Accessibility Guidelines 1.0 This should include variable font size and text-to-speech, at a minimum. 2.9 Progress data in LMS linked to relevant CTL data LMS: Requirement(s) (Phase II): User s LMS data can be joined to relevant CTL data by unique (& identical) user key in each system. Data other than the user key will not need to be synchronized. 2.10 Course expiry date LMS: Requirement(s) (Phase I): LMS system administrator sets default expiry time, based on a fixed end time, or an elapsed end time after the users first login, whichever comes first. The administrator may also specify both start and end times. 2.11 Un-enrolling from a course LMS: Requirement(s) (Phase I): Users can un-enroll from a course, prior to start of course usage. Fees will not be refunded once a learner has started a course. 2.12 Course Administration LMS: Requirement(s) (Phase I): The LMS will track authorized course usage and decrement authorized courses as they are used by learners. (Course Authors) Create certificates for each course. Vendor to provide certificate templates, modifiable by the course author. (Course Authors) Define standard completion length in hours for a course. Vendor system should capture amount of time on each course segment. (Administrators of all levels) Can remove users from a course. CTL will define CEU continuing education credits for a course. 2.13 User Administration LMS: Requirement(s) (Phase I): (Administrators of all levels) can create / remove / disable users. (Administrators of all levels) can define courses available to users. 2.14 Support Customer Service Needs CTL LMS: Requirement(s) (Phase I): CTL: CTL will provide front-line support for customers using the LMS. LMS: The LMS vendor will provide level 2 support for those issues not resolved by CTL. LMS: The LMS vendor will track level 2 support in a support database and provide monthly service reports to CTL. 2.15 Training and Knowledge Transfer from LMS to CTL LMS: Requirement(s) (Phase I): LMS: The LMS vendor will provide technical training to LMS staff in the use and administration of the LMS. A plan and budget for such training should be provided in the final proposal. 3.0 LMS User Interface / User Experience 3.1 Dashboard first screen shown on login LMS: Requirement(s) (Phase I): The users customizable dashboard appears first once the user has logged into the LMS. A My Courses section of authorized/completed courses should be presented once the learner logged in. A generic dashboard should be presented (in the LMS) before the user is logged in: this should present links to a product marketplace from CTL. The Look and Feel & Branding should be customizable to be consistent with the Center on Teaching and Learning website. 3.2 Learner Dashboard Content LMS: Requirement(s) (Phase I): Subscribed courses not yet complete (with % complete, expiry date). Completed courses. Certificates. Favorites containing Knowledge Base documents. 3.3 LMS UI to support multiple languages LMS: Requirement(s) (Phase I): LMS UI (as well as course content) provided in Spanish (and possibly other) languages. 3.4 Basic organizing template for course selection LMS: Requirement(s) (Phase I): Provide category based course listing. List courses in summary form with Icon. Offer try it now functionality for 1 to 5 minutes of sample content. Courses should be broken down by module in a course menu for navigation. The LMS should mark/remember where the user left off from a previous learning session and show a where am I graphic to the user at all times. 3.5 Each course allows users course-document access LMS: Requirement(s) (Phase I): Users can download and print documents usually at the start of a course. Users can upload documents (any computer file) up to their workspace in a given course. 4.0 Ecommerce and Course Pricing 4.1 Integrate LMS with University of Oregon Ecommerce LMS: Requirement(s) (Phase I or II to be determined): For all cash transactions, link LMS with University ecommerce website. Vendor should be able to post to a customizable URL. - Note: transaction wont be processed by University ecommerce service immediately (not until the end of the day) User gets access immediately. If transaction is rejected, a report will be generated to retract the users access. 4.2 Support Purchase Order / Accounts Receivable LMS-CTL: Requirement(s) (Phase I): LMS - Allow credit transactions with Purchase Orders for large accounts. LMS - Must have a PO to grant access. LMS - Require LMS administrator level approval. CTL- Note: A/R system is maintained in the CTL website & payments are received by Business Affairs. CTL- The CTL website to store PO number. CTL- CTL tracks POs in spreadsheet. 4.3 Support Course Pricing Templates CTL-LMS: Requirement(s) (Phase I): CTL-LMS: Apply template-based discount pricing: based on volume or use of the CTL website system. CTL-LMS: Apply automatic discounts (changing templates) based on achieving volume levels LMS: Administrators use up purchased licenses for courses when they assign a (unique, registered) user. The LMS tracks this use. LMS: District level administrators can assign fractions of the total licenses they purchase to lower level administrators (Principal or assigned administrator teacher at the school level). 4.4 Billing System outside of LMS (success criteria) CTL: Requirement(s) (Phase I): Workflow: - CTL generates quote to school group. - School buyer generates P/O. - CTL generates Invoice - CTL uses A/R system to conduct collections Requirement/Organizational Risk: Billing activity and demands will likely increase, requiring a full time billing administrator. Current CTL website billing occurs only 2 times per year, based on an enrollment report in the CTL website. The new LMS billing will likely be year-round and higher volume. 5.0 Reporting 5.1 Report Generator Screen LMS: Requirement(s) (Phase I): Provide report generating screen with a dropdown menu of available reports. Provide user interface on screen to limit / customize the content of the report (e.g., date range, if applicable). Provide reports to users based on report permissions assigned to them in the administration module. Data export to Excel, csv, SQL. 5.2 Seamless integration with CTL website data LMS: Requirement(s) (Phase I): Create underlying queries to join data in CTL and LMS research data by unique User / School / District keys. 5.3 Required Reports LMS: Requirement(s) (Phase I): Course progress by user. System usage by user & average time to complete courses. Billing by school or larger organization. Course usage to CTL website data correlations (to be defined). Feedback and evaluation input from users on quality of course content, ease of use, instruction, etc. 6.0 Course Content Development Phase I content for two Professional Development courses. Each of the two courses will provide eight 20-minute sections to train the learner. 6.1 Support Adobe Articulate, Captivate and other SCORM-compliant tools LMS: Requirement(s) (Phase I): Track progress in individual presentations. Support full-screen mode. Adobe Articulate mandatory. Adobe Captivate mandatory. Other optional tools: Elictus Trivantis Lectora SumTotal Total Book Rapid Intake Proform AuthorPoint SmartBuilder CourseLab Panopto Camtasia 6.2 Support .mp4 and other industry standard video formats LMS: Requirement(s) (Phase I): Demonstrate support for .mp4, .mov files. 6.3 Support Skype (or other videoconferencing tools) LMS: Requirement(s) (Phase II): Demonstrate how Skype, ILinc and/or Webex videoconferencing tools can be used in a course. 6.4 Allow in-system editing of tests LMS: Requirement(s) (Phase I): Standard multiple choice tests. Random question pool tests. 6.5 Allow text fields for user entry in tests LMS: Requirement(s) (Phase I): Allow users to enter text (numbers/characters) for selected questions in tests i.e. not just multiple choice answers. 6.6 Capture Test Score in Articulate / Captivate LMS: Requirement(s) (Phase I): Setup test score field(s) in Articulate / Captivate that can be shared with LMS. For example, a custom field capturing the (simulated) childs CTL test score after completing a sample test. 6.7 Easy uploading of stand-alone .pdf and other documents LMS: Requirement(s) (Phase I): Allow 1-click uploading of previously created documents into course content. 6.8 Provide for staging and test-bed system LMS: Requirement(s) (Phase I): Provide separate development / staging environment for courses under development. 6.9 Provide course version numbering system LMS: Requirement(s) (Phase I): Automatic or manual increments with roll-back. 6.10 Video / Articulate / Captivate production skills transfer CTL: Requirement(s) (Phase II): Establish video production workflow best practices (skills transfer from current online course developer contractor). Establish Articulate / Captivate production workflow best practices (skills transfer from Iris Media). 6.11 Acquire basic video studio tools CTL: Requirement(s) (Phase II): Purchase studio quality microphone and seek advice on minimum quality digital video camera / lights needed for a portable studio. Purchase video editing software. 6.12 Estimate additional staff (in FTEs) required CTL: Requirement(s) (Phase II): Estimate the number of FTEs required for video production in house. Estimate the number of FTEs required for Adobe Articulate/Captivate use in house. 6.13 Use CTL Professional Development demo module for LMS demo LMS: Requirement(s) for Initial Demo (Phase 1) Use existing CTL developed demo module as material for LMS vendors to upload to their system for demo. CTL will provide all relevant files from the demo module 1 week prior to demo to each vendor. 7.0 Training Model CTL seeks to create high-value-added content that goes beyond simple online slide presentations with voice-overs. This will include video, animations, interactive sessions and complex assessments ultimately leading to a blended environment that includes live videoconferencing. 7.1 Fundamental CTL Research Goals (success criteria) CTL: Requirement(s) (Phase II): Correlate results of children taking CTL tests with teacher-training received in LMS. Correlate results of children receiving RDO teaching with teachers who have received related teacher-training in LMS. 7.2 Develop Hybrid model: on-line and live CTL: Requirement(s) (Phase II): Setup some courses with a I do, we do, you do model where the learner starts alone on the course, then works collaboratively with a live trainer, then works alone on an assignment / test and uploads work to course website for evaluation. In addition to an entirely online model, offer courses that provide initial training online, and then shift to live training via Skype or similar live video conferencing tool. 7.3 Offer teacher quality development training LMS: Requirement(s) (Phase II): Provide an environment where hard-skills / soft-skills are evaluated on-line in the LMS (and tracked through an evaluation tool) via Skype, or similar. Offer on-line training as preparation for live meeting with trainer track in LMS. 7.4 Offer Lectures / Webinars in the LMS environment LMS: Requirement(s) (Phase II): Offer live webinars with the option of a test at the end. Offer access to previously recorded webinars. 7.5 LMS Check out testing LMS: Requirement(s) (Phase I): Use LMS to test ability at the end of each segment. Provide extra examples as part of each segment for extra practice. 7.6 LMS for New Hire Reliability Check CTL: Requirement(s) (Phase II): Use CTL testing tools in LMS to quality check new hires at schools. - Note: this is a possible revenue source. 8.0 Current Issues / Requirements 8.1 CTL Website Issues CTL: Requirement(s) (Phase I): Link child learner scores with Teacher (as well as a separate Evaluator). 8.2 Joomla Issues LMS: Requirement(s) (Phase I) resolve these issues: Joomla LMS source code poor quality, not as advertised. Style sheets hard to control due to poor naming conventions in source code. HTML source code difficult to modify to achieve desired look and feel consistent with CTL website. Joomla upgrade to CMS usually break modifications in Joomla LMS. 8.3 Server Requirements LMS: Requirement(s) (Phase I): Servers should be Unix/Linux based, not Microsoft Windows Server, if hosting option is not available. Cloud based / Hosted servers preferred. Section III Submittal Requirements Requirements may be designated as Mandatory (M) or Evaluated (E), or both (M/E). (M) - Mandatory Requirement. The Proposer MUST meet this requirement. The determination as to whether the Proposer meets the mandatory specification rests solely with University. If University determines that a Proposer does not meet a mandatory requirement as specified, or has not included mandatory information, the proposal may be deemed non-responsive, and no further evaluation will occur. In addition, wherever the words must, shall, or will appear this denotes a Mandatory requirement. (E) - Evaluated. Proposers are expected to provide comprehensive written responses to evaluated specifications. Points will be awarded based on the degree to which the Universitys evaluators determine that the Proposer meets the requirement. A Proposer which does not respond to an evaluated specification will receive no points for that specification. Proposers must include the following information: Proposals will include the business name, address and telephone number and email of the Proposer, and a cover letter summarizing the proposal. (M) Proposer will list names, titles, and qualifications of the key personnel who will be assigned to this project. Include concise business biographies or resumes of the key personnel who will be doing the work described in the proposal. This information must include their areas of expertise, and their experience with projects of similar scope and nature. (M/E) Proposer must include a detailed description of procedures and other aspects of the working relationship expected between Proposer's project manager and University's representative, Bill Davis from Center on Teaching & Learning as well as any other information deemed necessary for the fulfillment of the awarded contract. (M/E) Proposer Entity Verification: If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the proposal is authorized to act for and bind the Proposer in all matters relating to the proposal and possible subsequent contract. This type of written documentation is commonly in the form of a Secretarys Certificate or Officers Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the proposal has authority to bind the Proposer. (M) If Proposer is an entity other than a sole proprietorship and the entity was not organized or incorporated in the State of Oregon, Proposer is required to provide written evidence that Proposer is in good standing in its state of organization or incorporation. This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in Delaware could go to the Delaware Secretary of States website, perform a business entity search on itself, and submit with its proposal a copy of the record retrieved from that site. (M) Proposer must not be listed on the Federal Excluded Parties or Debarred Contractors listing. Proposer must not be excluded from contract awards by either the federal government or the State of Oregon. No written response from Proposer is necessary for this part of Section 3.4. Upon closing of this RFP, and as part of Universitys initial review of mandatory requirements, University will verify whether Proposer is excluded from contract awards by either the federal government or the State of Oregon. (M) Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby University can determine Proposers credit rating or financial capability. It will be at University sole discretion to determine if evidence submitted is sufficient to determine financial capability. University reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two (2) times per year) updates to the financial capabilities report submitted pursuant to this RFP. (M) Proposals must set forth the qualifications of the Proposer to perform the contract, including providing a firm resume, as well as a description of the resources available to Proposer to perform the project. Proposers will verify that the Proposer has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable. (M/E) Proposals must include a description of the Proposers experience performing projects similar in type and magnitude to the subject of this RFP. Proposers must include a minimum of three examples. Proposers must also include work samples of similar projects (e.g. photographs, literature, schematics, report samples, etc.). (M/E) Proposals must include a list of three clients and contact information for whom similar projects have been completed by the Proposer. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (M/E) Proposals must include a full description of how Proposer would approach this project and fully address all deliverables identified in Section II above. (M/E) A proposed timeline with breakdown of time allocated for delivery of all deliverables identified in Section II above. (M/E) An itemized budget of cost estimates for Work to be performed to complete the Project. The itemized budget must set forth a total price. (M/E) Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically. Proposers are encouraged to submit their proposals electronically to the e-mail address provided in Section I, above. The subject line must clearly state that it is a PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. Electronic proposals must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All proposals submitted electronically must be submitted by individuals with authority to legally bind the Proposer. Proposers submitting manually must submit four copies of their proposal, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the RFP, Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of proposals not submitted in the designated manner or format as required by this RFP. It is the Proposers responsibility to ensure that the proposal is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this RFP, regardless of method used to submit the proposal. All manual submissions will be made to the address indicated in Section I of this RFP. Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and will be subject to the terms of this RFP. Proposals must include all information required herein to be fully responsive to this RFP and to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as non responsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. The envelope or e-mail subject line must be clearly identified with the words PROPOSAL WITHDRAWAL, and must display the RFP Project Name, the RFP number, and proposal Closing Date and Time. Proposers may modify a previously submitted proposal prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the RFP Project Name, the RFP number, and the proposal Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Proposers are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if Proposer submits its proposal electronically, Proposer is encouraged to submit modifications and requests to withdraw via e-mail; if Proposer submits proposal manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or contract provisions must be received by University, in writing, no later than ten business days prior to the proposal Closing Date and Time. No requests for change or protests of solicitation specifications or contract provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or e-mails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP Project Name, RFP number and proposal Closing Date and Time. University reserves the right to amend this RFP, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage:  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Proposers are responsible for monitoring the OUS website for any amendments to the proposal. Proposers will not receive an individual notification. Proposers will be required to sign and attach a copy of the Addendum to their proposal. If the Proposer has already submitted a proposal, the Proposer must follow the instructions set forth in Sections 4.8 or 4.9, above. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarifying points made in their proposal. University reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. If the proposal is not rejected, the proposal will be deemed available for disclosure to the public. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. It is anticipated that notification of University's decision will be issued approximately 4/22/2013. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All proposals submitted in response to this RFP become the property of University. By submitting a proposal in response to this RFP, Proposer grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the proposal solely for the purpose of evaluating the proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws, proposals, including supporting materials, will not be returned to Proposer. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Proposals will initially be evaluated for completeness and compliance with the mandatory requirements of this RFP. 5.3 Those proposals which are incomplete, which do not meet all Mandatory (M) requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 The second phase of the evaluation process will involve an evaluation and allocation of points to all responsive proposals. The Committee will evaluate each responsive proposal received, as follows: Selection Criteria: Note: Items beginning with "CTL" are internal CTL requirements and are provided as background for the vendor. You are not being scored on components marked only with "CTL". You are being scored for items beginning with LMS or CTL/LMS. Project Approach, including deliverables 1-8 in the scope of work under Section II (listed below) 500 pts. 1.0 Project Success Criteria 2.0 Administration and Security 3.0 LMS User Interface/User Experience 4.0 E-Commerce and Course Pricing 5.0 Reporting 6.0 Course Content Development 7.0 Training Model 8.0 Other Issues and Requirements 2. Qualifications 50 pts. 3. Experience 100 pts. 4. References 100 pts. 5. Timeline 100 pts. 6. Cost 150 pts. TOTAL 1000 points 5.5 Based on the allocation of points as set forth in Section 5.4, above, a range of proposals which are deemed to have a reasonable chance of being selected for award (the Competitive Range), will be determined. The Competitive Range is expected to consist of no more than three (3) proposals; however, University reserves the right to expand or reduce the number of proposals to be included in the Competitive Range. University will notify a Proposer if it is in the Competitive Range via the e-mail address provided in Proposers proposal. If no response is provided within 24 hours after the notification is sent, a follow-up phone call will be made to the phone number provided in the proposal. If no response is received by University within 48 hours after the notification is sent, the proposal may be withdrawn from the competitive range, and written notice provided to the Proposer. 5.6 Proposers of proposals within the Competitive Range may be asked to prepare and present a live presentation of their proposal to be delivered to the Committee at University. The Proposers presentations will take place on or about the week of 4/8/13. Any special accommodations required for the live presentations (technical or otherwise) must be communicated to University at least seven days prior to the scheduled presentation. University will make all reasonable efforts to accommodate such requests. The purpose of the live presentations will be to allow the Proposers to provide supplemental information in order to provide clarification of the proposal contents, as well as to inform the Committee as they recommend a Proposer for ultimate award of the contract under this RFP. 5.7 The Committee may also consider and assess other factors, including but not limited to, any information submitted in response to this RFP; best value; experience working with other organizations, including higher education institutions; references; financial condition of the Proposer; resources of the Proposer; clarifications provided in response to inquiries by University; proposed additional terms for providing the service; and experience of persons assigned to this project. University reserves the right to require a Best and Final Offer pursuant to OAR 580-061-0155(3) from Proposers within the Competitive Range. 5.8 After considering and assessing all factors it deems relevant, the Committee will make a recommendation to Edward Kameenui Director of Center on Teaching & Learning, who will then make a decision as to how to proceed. The University reserves the right to make its final decision based upon the solution that best meets the Universitys needs. The lowest cost Proposer may not be awarded a Contract. 5.9 The apparent successful Proposer will be notified in writing of its status, and a contract will be provided to the apparent successful Proposer, in substantially similar form to the one included with this RFP. All other Proposers will be notified in writing that the apparent winning proposal has been selected. It is anticipated that the Award Notice will be released on or about the week of 4/22/2013. 5.10 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement which will include terms and conditions substantially as set forth in the draft agreement attached to this RFP as Attachment A If you have questions, concerns, or proposed modifications regarding any of the terms and conditions contained in this RFP, including the attached form of Agreement in Attachment A, you must address those during the time prescribed for questions. Additional or supplemental terms and conditions submitted by a Proposer as part of its response may be evaluated or considered at the sole discretion of University. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its proposal attests to this. If Proposer conditions its proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, the proposal may be deemed nonresponsive. Section VII Proposal Statement The undersigned, on behalf of Proposer, states that he or she has read all of the terms and conditions of this Request for Proposal (RFP); that he or she understands that by signing below and submitting a proposal, if awarded the contract, Proposer will be bound by the terms and conditions of this RFP and its proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirms, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certifies under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certifies under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certifies under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that he/she has authority to bind the Proposer by his/her signature. 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