UNIVERSITY OF NOTRE DAME

Learning Management System
    REQUEST FOR PROPOSAL



     Submission deadline: June 8, 2001


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University of Notre Dame                                                                                                  ...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                  Education Services
Learning Management System RF...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                      Education Services
Learning Management Syste...
University of Notre Dame                                                      Education Services
Learning Management Syste...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                 Education Services
Learning Management System RFP...
University of Notre Dame                                                   Education Services
Learning Management System R...
University of Notre Dame                                                  Education Services
Learning Management System RF...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                      Education Services
Learning Management Syste...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                      Education Services
Learning Management Syste...
University of Notre Dame                                                    Education Services
Learning Management System ...
University of Notre Dame                                                      Education Services
Learning Management Syste...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                     Education Services
Learning Management System...
University of Notre Dame                                                       Education Services
Learning Management Syst...
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
Learning Management System
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Learning Management System

  1. 1. UNIVERSITY OF NOTRE DAME Learning Management System REQUEST FOR PROPOSAL Submission deadline: June 8, 2001 Education Services Office of Information Technologies University of Notre Dame Notre Dame, IN 46556 3/21/01
  2. 2. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Contents Introduction .............................................................................................................................1 Our Vision ................................................................................................................................................. 2 Response Requirements and Stipulations ............................................................................3 Site Visits................................................................................................................................................... 3 Preparation of Proposals ........................................................................................................................... 3 Evaluation of Proposals............................................................................................................................. 7 Description of Functionality ..................................................................................................9 Overview ................................................................................................................................................... 9 Interface: The Front Door to the System................................................................................................. 10 Adding, Deleting, Modifying Courses.................................................................................................... 12 Scheduling Classes and Assessments...................................................................................................... 13 Registration ............................................................................................................................................. 14 Facilities .................................................................................................................................................. 17 Instructors................................................................................................................................................ 18 Course Materials ..................................................................................................................................... 19 Accounting .............................................................................................................................................. 20 Reporting................................................................................................................................................. 20 Proposed System Attributes .................................................................................................22 Hardware ................................................................................................................................................. 22 Software .................................................................................................................................................. 23 Training .................................................................................................................................................. 24 Maintenance ............................................................................................................................................ 24 Questions and Clarifications ................................................................................................25 Appendix A: Business and Legal Considerations ...............................................................26 Appendix B: Purchase Information ....................................................................................35 Appendix C: University Computing Environment ............................................................38 Appendix D: Current Special Request Database Form ....................................................41 Appendix E: Vendor Response ............................................................................................43 Appendix F: Vendor Response Functionality Checklist ...................................................47 3/21/01 i
  3. 3. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Introduction This Request for Proposals (RFP) solicits proposals from qualified vendors to provide, install, support, and train our staff to use and operate a learning management system (LMS) and certain related products and services for use at the University of Notre Dame (UND). The RFP expects proposals that result in a complete turn-key system that provides advanced learning management functionality for the University community. In its initial implementation, the learning management system will be used to receive and manage Notre Dame training registrations, scheduling, and reporting processes for con- tinuing education. Over the next few months, we will be looking closely at a number of potential systems, many of which may do an adequate job. We are providing you an opportunity to present your products and propose a system configuration that will match our needs, and our bud- get. It is our task to select one system that we feel will be the “best fit” for Notre Dame and exploit its capabilities in our environment. From your reply to the RFP, and selected pre- sentations (made solely at our request), we will make our recommendations to the Assis- tant Provost for Information Technologies as to which vendor’s products to purchase. The chosen system may have as many as three major functions. The first is a mandatory. The LMS must allow our customers to register via the World Wide Web for existing tech- nology or soft skills training. This learning management system will integrate instructor- led classroom training and online training into one system. This integration must accom- modate both in-house and vendor-developed training. Secondly, this system should pro- vide a method to collect funds, where necessary, from both internal customers (department account numbers) and external customers (e-commerce/credit card) to pay for courses and/or materials. As part of this function, simple accounting and report features are required. Lastly this system should provide integrated course material development tool(s) for Notre Dame’s course developers. This third function is a “nice-to-have” feature. The selected system must be able to operate within the University’s current and future environment as described in this RFP. The vendor must describe how their proposed sys- tem will be compatible with the University’s environment and provide a complete listing of costs—both one time costs and life-cycle costs. Each proposed solution should contain a listing of the components and services required to implement and run the solution. This RFP contains (1) information and instructions that will enable qualified vendors to prepare and submit proposals with supporting materials, (2) characteristics and require- ments for the system to be procured by the University, and (3) terms and conditions that the successful vendor will be expected to accept. Please refer to the appropriate sections of the attached appendices for specifics on business and legal considerations, purchasing information, and a description of the University’s computing environment. 3/21/01 1
  4. 4. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Our Vision To better serve our customers, our aspirations for such a system embody the following aspects: • Empower the customer to self-register for training from his or her desktop • Offer platform independence for the user through Web-based design • Provide a secure online registration process that is easier and more reliable than paper • Enable the customer to easily locate a variety of available training resources via search capabilities and calendars • Combine courses into “curriculum” groupings that meet certain learning objectives or certification goals • Enable managers and faculty to track staff and student training progress, respectively • Provide an interface that is intuitive and visually pleasing • Allow for rapid course design, development and distribution • Allow UND to offer courses on and off campus • Initiate and track charges and costs for courses and/or materials on and off campus • Empower UND training staff to easily produce customized reports • Support both direct connections and modem users • Create a basis for allowing process redefinition • Allow for the improvement and expansion of services • Easily integrate into our UND environment, particularly in regards to the authorization against our directory services • Promote distributed authority and responsibility between Education Services (OIT) and other training departments as needed • Avoid entrapment in proprietary hardware and/or software through a standards-based approach • Be future proof—compatible with and easily upgradeable to future communications, computing, and network standards in a rapidly changing technological environment, in particular to take advantage of changing multimedia capabilities • No surprises! 2 3/21/01
  5. 5. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Response Requirements and Stipulations For your product to be considered a viable candidate for this project, we require both a site visit and a written response to this RFP in the form of a proposal. Detailed descriptions of both are found below. Site Visits The purpose of the site visit is to provide an opportunity for the vendor to demonstrate his or her product and to observe the physical facilities in which the system will be installed and operated. For complete details on system functional requirements (and therefore, those features that should be demonstrated at the site visits), please refer to the “Descrip- tion of Functionality” section on page 9. 1. Site Visits will be arranged on an appointment basis for selected vendors only—prior to the proposal submission deadline but after vendors have had an opportunity to review this RFP. 2. Site visits are by appointment only. They must be arranged in advance. 3. Attendance at a site visit is mandatory. Vendors not represented will be disqualified. 4. Site visits will be limited to one visit and to three representatives per vendor. Sales and technology experts should be in attendance; management and/or support staff atten- dance is optional. 5. The site visit will provide a forum for demonstrating the vendor’s product and for ques- tions about system specifications and other matters contained within this RFP. The demonstration must be conducted using the specific products included in the vendor’s final proposal and focus on those functions outlined in this RFP. 6. Answers and interpretations given at the site visit will be recorded and considered authoritative. 7. Vendor’s written questions submitted prior to the site visit will be answered first. To ensure consideration, the University must receive written questions at least seven (7) days prior to the site visit by sending email to moreland@nd.edu. No phone calls, please. 8. The demonstrations will be limited to 60 minutes. 9. The University is not responsible for costs incurred by vendors in connection with site visits, or any other activities associated with the preparation and submission of propos- als solicited by this RFP. 10. If this RFP is amended, the University will notify each vendor in writing—most likely via email. Preparation of Proposals 1. Proposals should be prepared using the template found in Appendix E (page 43) and Appendix F (page 47). All proposals must be submitted with one copy in writing and one electronic copy in MS Word readable format. The downloadable checklist found in 3/21/01 3
  6. 6. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Appendix F is in MS Excel format and should remain so. Electronic versions should be submitted by electronic mail. Proposals submitted by telephone will not be accepted. Any additional follow-up information should be sent in the same manner and format as the original information. 2. Confirmation that we have received your materials will be sent to you at the email address on the cover of your proposal within one week. 3. The University must receive proposals by the date and time specified on the cover of this RFP. 4. To be considered responsive, a vendor must submit a complete bid that satisfies all requirements and addresses all system components specified in this RFP. 5. A vendor may submit more than one proposal, but each must satisfy the mandatory requirements of this RFP. Alternate proposals may be used to present different system configurations, alternate hardware components, or system enhancements not presented in a vendor’s initial proposal. All alternative proposals must be separately packaged and clearly identified. 6. The University will base its evaluation on information presented in each bidder’s pro- posal, the demonstration given during the site visit, and reference checks. 7. In preparing proposals, bidders should assume that the University has no previous knowledge of their products or capabilities despite any current or past work completed for the University. Bidders submitting proposals in response to this RFP should confine their contacts to the University representatives listed in the RFP regardless of any previ- ous contact with individual University departments. 8. Descriptions of products and services must be clearly written and presented in suffi- cient detail to permit effective evaluation by the University. a. Emphasis should be placed on clear, complete presentation of factual informa- tion. b. Proposals must be divided into five distinct sections: technical, company, project management, cost, and functional. A detailed list of section requirements begins on page 5. 9. All sections of the proposal should be prepared and submitted in a straightforward, economical manner. Informative content and clarity of presentation are more impor- tant than quantity of pages. Expensive binding, elaborate artwork or other embellish- ments that improve a proposal’s appearance without affecting its content are discouraged. 10. The first page of the proposal must be clearly labeled with the vendor’s name, the name of a contact person within the vendor’s organization, the vendor’s mailing address, telephone number, fax number, and email address. 11. The proposal must include a table of contents that indicates the proposal’s organization and identifies the page locations of major sections. 12. Technical specification sheets, product brochures, and similar printed materials, where provided, should be included in an appendix. 4 3/21/01
  7. 7. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 13. All proposals submitted in response to this RFP become the property of the University. Proposals will not be returned. 14. Proprietary or confidential information should be clearly identified in each proposal. When handling copies of proposals that contain proprietary or confidential informa- tion, the University will make all reasonable efforts to maintain such copies in confi- dence and will release them only to persons involved in the evaluation effort. 15. The primary vendor will be responsible for carrying out all aspects of the bid. If parts of the bid are subcontracted, the primary vendor will be responsible to the University for all aspects of the project and results. The primary vendor will act as the single con- tact point for the University. Vendors should also refer to “Appendix A: Business and Legal Considerations” on page 26 for further information. Technical Section 1. The technical section must provide complete descriptions of all hardware, software, and services to be provided by the vendor. 2. The technical section must provide clear confirmation of vendor compliance with par- ticular specifications presented in this RFP. 3. Vague expressions, such as “standard procedures will be employed” or “industry stan- dards will be followed,” are not acceptable. Specific standards must be identified. 4. The vendor must indicate the specific brands and models of hardware components to be furnished, if any. 5. The vendor must indicate the names and versions of operating systems, programming languages, data base management systems, software development tools, or other soft- ware components on which its learning management capabilities are based. 6. Vendors should be prepared to discuss how their system will integrate with our authori- zation against our directory services and to identify the technical person that will work with us to do so. Company Section 1. The company section must present information about the vendor showing clear evi- dence that it has experience and resources appropriate to this effort. 2. The vendor must provide a brief company history, including information about its involvement with learning management functionality requirements and technologies. 3. The vendor must describe the organization and staffing for its corporate headquarters, divisions, and operating units. 4. The vendor must provide a complete list (including dates, customer name, contact information and location) of its learning management system installations for the past three years. The list should include systems that were sold and the current status (to be installed, being implemented, operational, etc.) of each installation. 3/21/01 5
  8. 8. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 5. The vendor must provide references for five installed systems that are similar in scope and components to the system proposed. Each reference must include the name and address of the organization in which the system is installed, a brief description of the system, and the name and telephone number of a contact person at the installed site. Installed systems in other universities or colleges are of greatest interest. 6. The University reserves the right to request or contact additional or different references from the vendor’s customer list. Project Management Section 1. The vendor must describe its approach to system implementation and project manage- ment. 2. The vendor should submit a project management plan with details of complete system implementation. This plan will describe the specific tasks and milestones associated with system delivery, installation, implementation, testing, integration, the acceptance testing by and training of the University’s training and operations personnel, and any assistance that will be provided during initial start-up. 3. The vendor must indicate key personnel (by name, title, and qualifications) who will be responsible for specific tasks defined in its proposal. 4. The vendor must identify all subcontractors who will work on this project and their spe- cific responsibilities. 5. The vendor must specify the reporting procedures to be associated with completion of specific tasks or milestones. 6. The project management section may include a list of exceptions to this RFP. 7. A vendor may present concerns that it believes will adversely impact system implemen- tation or operation. Evaluation of a vendor’s proposal will not be negatively influenced by presentation of such concerns. We encourage such interaction. 8. Any requests to delete or change specific requirements must be fully explained in the project management section. Cost Section The cost section must completely enumerate all costs and pricing options, such as lease- purchase plans, associated with the system components and services to be provided by the vendor. This section may include options for installing and running the system in-house at the University versus the purchase of a fully run, operational service from the vendor. 1. Prices for recommended specific hardware components, software components, mainte- nance, training, and related services must be individually enumerated and clearly iden- tified. 2. All prices must be quoted F.O.B. destination. 3. The vendor must supply a copy of a sample purchase contract. 4. The vendor must supply a copy of a sample lease agreement (if applicable). 6 3/21/01
  9. 9. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 5. The vendor must supply a copy of a sample maintenance contract for hardware compo- nents. 6. The vendor must supply a copy of a sample maintenance, training, and support contract for software components. 7. The vendor must indicate escalation factors for maintenance costs. Functional Section The functional section must provide complete descriptions of all functionalities listed in this RFP to be provided by the vendor. In addition to detailed descriptions, a checklist of functions is provided in Appendix F on page 47. 1. Using Appendix F, the vendor should check “Y” for each of those functions their appli- cation provides. 2. Where the RFP specifies that the learning management system must have a particular characteristic or capability, the vendor must state explicitly that the system has that characteristic or capability. 3. Where a “similar” functionality exists (but it is not exactly as described in this RFP), check the box with the column heading P (Partial) and use the comments section to describe the differences in detail. 4. Where the vendor does not provide certain functionality, but the functionality can be provided at an additional cost, check “N” in the comments section of the checklist and indicate a dollar amount for the addition of that function. 5. Where the vendor does provide a particular functionality but that functionality may need some slight modification (under $1,000 in cost), check the box with the column heading P (Partial) and also add the dollar amount for that modification in the com- ments field along with the specific modification required. Please be aware that the Uni- versity wishes to refrain from a great deal of customization, which would require ongoing programming costs to maintain. 6. Vendors are encouraged to add an addendum to the functionality section that describes the system features that are not listed in this RFP—particularly those features that would help the University run its Education Services business more effectively. Evaluation of Proposals 1. All proposals will be initially evaluated for completeness and functionalities outlined in this RFP. 2. All proposals will be evaluated for compliance with technical specifications and other requirements presented in this RFP. 3. Cost information in all proposals will be evaluated for completeness and mathematical accuracy. 4. Minor problems of completeness or compliance will be called to the attention of ven- dors for discussion and correction. 3/21/01 7
  10. 10. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 5. Substantial deviations from specifications or other requirements of this RFP will result in disqualification of the proposal. 6. Vendors’ references will be contacted during the evaluation process. 7. Lowest cost will not be the principal consideration in the selection of the successful vendor. Detailed evaluation of vendor proposals will involve a determination of the most favorable combination of technical, management, support and cost elements for proposals that are in conformity with this RFP. The selection of the winning bid will be based upon what the evaluators believe to be the “best value” to the University. 8. The successful vendor’s proposal will be incorporated into the contract. Any false or misleading statements found in the proposal will be grounds for disqualification or contract termination. 9. The University will contract with only one vendor, to be known as the prime contrac- tor. 10. The prime contractor is solely responsible for contractual performance, including delivery, installation, implementation, maintenance, and other activities relating to hardware, software, or services specified in the proposal, including components and services provided by subcontractors. 11. In the case of joint ventures between two or more vendors, one vendor must be desig- nated the prime contractor for contractual purposes. 12. The successful vendor must deliver system components as soon as possible, but not later than 60 days from the receipt of the University purchase order. 13. The learning management system must be fully operational for the activities specified in this RFP no more than 120 days following contract award. Fully operational means that all appropriate University personnel have been trained in the system usage and are fully prepared to open the system for business. Delays caused by the University are the exception. 14. Unsuccessful vendors will be notified in writing following the completion of the con- tract award. 8 3/21/01
  11. 11. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Description of Functionality Overview 1. The University’s initial application for a learning management system will involve incorporating several existing training programs, which operate under the Department of Education Services (ES), Office of Information Technologies (OIT). The ability to later add a separately managed group of courses (for example, courses under the direc- tion of the Department of Human Resources or the University Libraries) should be possible. 2. Currently Education Services provides technical courses—both instructor-led and online courses—to the University of Notre Dame community. This includes faculty (2,000), staff (2,000), students (10,000) and Departmental Computer Consultants (90). 3. The ability to add an additional customer group—Notre Dame alumni and perhaps some family members and donors to the University as customers—is anticipated. This means that we will need the ability to assign certain groups access to a restricted list of course offerings and to enable costs to be changed based upon the group “type” to which a customer belongs. 4. The ability to charge online—both via credit card and via department account num- bers—is required. Customers will also be offered the option to pay via check or cash (for those mailing their payments, access to both instructor-led and online courses is delayed until payment is received). 5. We currently use three databases that track technical training: a. Computer Education Program (CEP): pre-scheduled hands-on courses for faculty, staff, and student (see http://www.nd.edu/~cep). b. Special Request Courses: group training or one-on-one tutoring at the cus- tomer's request (see http://fm.cc.nd.edu/train/index.html). c. Departmental Computer Consultant Program (DCC): courses for a special group of people on campus who work for various departments and provide computer support to their own unit. Courses are geared to help them provide better computer support. After taking a series of courses and passing the asso- ciated assessments, they receive a DCC certification (see http://www.nd.edu/ ~dcc). 6. There is no expectation to electronically transfer historical data from these existing databases; however, it would be wise for vendors to review our existing system to bet- ter understand our operations. 7. Each University-defined group “type” will be able to take certain pre-defined courses. There may or may not be a charge. Charges may also differ depending on the group “type” with which an individual is associated. 8. All groups can be identified at login through the use of authentication except those in the DCC Program. In this case manual entry or authorization against another database is necessary, since membership changes on a regular basis. 3/21/01 9
  12. 12. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 9. Vendors should be prepared to discuss how their system can be integrated with our authentication system and to identify the technical person that will work with us to do so. 10. All existing applications are Web accessible. Users access the databases through a Web interface. It is important to retain this ability. 11. Our customers use Windows, Macintosh, and UNIX systems to access the Web. They also use both Netscape and Internet Explorer browsers. 12. Our customers access the Web directly through our ISP connections and through modems from remote sites. Wireless technology is rapidly coming into existence on campus. Interface: The Front Door to the System 1. The interface should be clean, attractive, and easy to navigate. 2. The interface should be easily customizable by Education Services’ staff to fit with the University image and to meet University Web standards. (University Web standards are published at http://web.nd.edu/). 3. The initial interface should provide authorization against the appropriate University directories. Those who are not employees, students or alumni of the University can enter by “signing up” but will be given limited options and/or will be charged more than those who are authorized against our system as a member of the Notre Dame com- munity. (For further information on the University’s security and identification environ- ment, see “Architectural Overview and Integration Guidelines” on page 39 in Appendix C.) 4. Choices for login are as follows: * a. Students (authorization) b. Faculty (authorization) c. Staff (authorization) d. DCC (employees who are authorized against manually maintained membership list) e. Alumni (authorization) f. Other (no authorization sign-up option) (*The system must be flexible enough to easily alter the above choices if and when necessary.) 5. Once logged in, customers can access training options as follows:* a. Search for training or assessment options via a search engine b. Special training request access c. Calendar access to view course schedule online d. Direct accessibility to a specific training program Web site 10 3/21/01
  13. 13. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies e. Direct email access to Education Services staff (*Each of the above entry points is described in detail below.) Searches 1. When a customer searches for a training option, they should be able to search by: a. Topic (course or assessment/test) b. Computer platform preference (Mac, PC, or UNIX) c. Date(s) d. Instructor-led only e. Online only f. Both instructor-led and online g. By instructor 2. Only those options available to the particular group the customer belongs to will show up during a search by that customer (e.g., Faculty Workshops will only show up for fac- ulty who conduct a search). 3. Once a course is identified as the one the customer wishes to take, the customer should be able to quickly click on that course to review the course description and objectives and to immediately register. Requests for Special Training Currently Education Services arranges requests for special group training or one-on-one tutoring. Upon entry into the Special Training Request area, a form should be displayed which allows the customer to relay all of the pertinent information regarding their training request. Currently, this form enters the data into a database and automatically generates an email to our staff. When Education Services staff receives the notification that a request has been made, they click on a link embedded in the email that takes them to the Web form where they can read the request in its entirety. Education Services then contacts the cus- tomer to work out the details and records in that same Special Request database record any arrangements that are made for the training (i.e., date, location, instructor, times, special comments, etc.). This record of the Special Request is then printed and mailed to the cus- tomer as a confirmation with details. 1. All information found in “Appendix D: Current Special Request Database Form” on page 41 should be easily collectable, searchable, sortable and printable in any format required. At a minimum the system should be capable of generating reports showing: a. the number of requests for any given period of time (e.g., all courses between 1/01/01 and 2/28/01) b. the types of requests for any given period of time (e.g., one-on-one and group) c. the number of students serviced through Special Requests 3/21/01 11
  14. 14. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies d. the number of students or requests per course topic (There are certain special requests that occur often such as CorporateTime, Excel, and many advanced- level topics; we want to be able to see which ones are requested most often.) Online Calendars 1. A monthly or weekly calendar should present only the options available to an individ- ual within their primary group or secondary group (e.g., person could be an employee and a student, so the choices for both of those options would appear). 2. Courses that are part of a certification program (e.g., DCC) should be able to be marked in some way to differentiate them from other courses (with a footnote shown on the page to inform the customer what the mark means) or a separate calendar for each pro- gram should be possible. 3. Calendars should be able to be generated for any period of time by entering in or select- ing a date range. 4. The ability to set up special training calendars is required (e.g., for faculty workshops or a series of special classes requested by a certain department). Program Entry 1. Customers should be able to access any given training program directly and view the choices there. 2. The current program choices are*: a. Computer Education Program (CEP) b. Student Training Program (STP) c. Departmental Computer Consultant Program (DCC) d. Faculty Workshops e. Special Request Classes f. Distance Learning Program (DLP) (* The ability to easily add, remove, or change this list is important.) Contact Education Services Email links to allow customers to contact us should be available on each and every page as well as a link to a map, directions, and parking information. Adding, Deleting, Modifying Courses 1. The ability to add, delete and modify courses should be available. 2. Course information should include: a. Course name 12 3/21/01
  15. 15. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies b. Course number c. Courses level: beginning, intermediate or advanced d. Course materials required e. Facility needs f. Course description g. Course length h. Online or instructor-led or other i. Qualified instructors (names and contact information) j. Cost to produce or purchase course (our expenses) k. Fee charged for course (per customer group) l. Profit (for on-campus sales) m. Profit (for sale to Alumni) n. Profit (for sale to Other) o. Total profits (to date, generated by sales) p. Number of courses sold q. Costs for materials (per customer group) r. Platform(s) s. Software and version t. Prerequisites u. Link to evaluation data v. Assessments (pre and post course) Scheduling Classes and Assessments The ability to schedule classes and to schedule their publication on the Web site is impor- tant. Once all classes are scheduled, a calendar of classes is sent to the instructors to ensure we have everyone lined up to teach. Once we have instructors and facilities sched- uled, we open enrollment on the Web. 1. The ability to view, manipulate, and print information related to scheduling instructors and ordering course materials before opening the courses up to registration is impor- tant. 2. The system should generate a “special class” Web registration page only accessible to the special group that requested a special class. 3. The system should generate a list of instructors based on identified teaching preferences and proficiencies to aid in instructor scheduling. 4. The Web registration page should contain the following class information: 3/21/01 13
  16. 16. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies a. Course title b. Course number c. Prerequisite information (with optional link to pre-course assessment and pre- requisite course, if offered, or resource) d. Course description e. Platform(s) this course is intended for f. Day(s), date(s) and time(s) of the course (could be the same class split over multiple days/times) g. Location (link to directions and other info about how to get there) h. Costs i. Instructor (link with instructor bio and photo) j. Maximum and minimum number of students k. Class status (full, open to enrollment, class has taken place, class cancelled) l. Option to go onto a waiting list if class is full m. Charges for each group type n. Option to purchase course materials 5. Post-course assessment Web page should contain: a. Course title and course number b. Assessment description c. Platform(s) the assessment is intended for d. Day(s), date(s) and time(s) of the course (could be the same class split over multiple days/times) e. Location (link to directions and other info about how to get there) f. Costs g. A waiting list option if assessment period is full h. Charges for each customer group type 6. A class cancellation should automatically generate email notifications to those who were signed up for the class (at the discretion of our staff). This feature should be able to be disabled if necessary (on a per class basis). Registration 1. Registration should be accessible from a search or from one of the calendars by simply clicking on a class or online course. Once a particular class is added to the “shopping cart,” it should easy for the customer to add additional classes before making any pay- ments required and receiving a confirmation. 14 3/21/01
  17. 17. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 2. To ensure that the data in our system remains consistent, each customer should have a unique identifier to help us locate him or her in the future. To aid in data consistency, we prefer options be displayed as drop-down menus or choices the customer makes as opposed to free data entry. The ability to easily modify choices is important. 3. Once a customer has received authorization through the University’s directory ser- vices, their unique ID from their login should be entered into the LMS as a unique identifier, if possible. The first time an “Other” person tries to register, they must choose a unique identifier and remember it for future logins. Information from our University directory might be imported into the database. Information not available for import can be manually entered. Information required includes: a. First name b. Middle initial c. Last name d. Affiliation: faculty, staff, student (undergraduate or graduate), alumni, DCC, other e. School (Notre Dame, St. Mary’s, Holy Cross), if applicable f. Department (or company), if applicable g. Campus address, if applicable h. Other address i City, state, zip j. Work phone k. Home phone l. FAX m. Email address 4. The next time a customer registers, they should be able to simply type in their unique identifier to access their personal information. 5. During registration for traditional classroom training, the system checks the database for an empty seat. If there is one, the customer is confirmed into class. 6. The system should allow customers to be added to a waiting list if a class is full. An automatic notification should be sent via email to Education Services if any waiting list reaches a predetermined number to allow the scheduling of additional classes. 7. A predetermined number of days prior to each class, automatically generated email reminders should be sent to all class participants and the instructor. The email also informs them of our cancellation policy that requires two business days notification if they do not intend to take a class they’ve enrolled in. Failure to do so results in a $30 no-show fee. Email reminders and comments should be easily configurable by Educa- tion Services. 3/21/01 15
  18. 18. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 8. Once a customer determines that they have selected all of the classes they wish to take, an invoice showing the cost(s) for those courses and/or materials presents itself for payment. On-campus customers may opt to pay for classes and/or materials using a department account number and/or credit card (e-commerce). Off-campus (Alumni and Other) should only receive the option to pay via credit card. 9. The system should have the ability to generate a registration confirmation letter when a student registers or when an ES staff person registers a student. Instructions will inform the customer that they should print their confirmation and add it to their calen- dars. The ability for Education Services to easily alter text on the confirmation screen is required. The confirmation should include: a. Registration status (e.g., confirmed, student cancelled, class cancelled, wait list) b. Education Services contact information c. Student’s name and contact information d. Date e. Course number f. Course name g. Time h. Location and directions i. Comments (if a code is used to indicate registration status, a description of codes should be included) 10. Student should be able to view via the Web a “history” of all classes taken and/or progress towards a given certification for their personal profile. 11. Managers and/or faculty should be able to view via the Web the progress an employee or student has made towards attaining certain training goals (a “nice-to-have” feature). 12. The system will automatically generate a class list, which is printed in the Education Services office and placed in each instructor binder prior to class. The class list is used to take attendance and identify those enrolled, cancelled or on a waiting list. This class list should contain: a. Course title and number b. Location c. Class limit d. Number of students registered e. Date f. Time g. Instructor h. Each student’s name i. Each student’s department (or company) 16 3/21/01
  19. 19. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies j. Each student’s phone and email k. Affiliation (e.g., faculty, staff, student, etc.) l. A column in which to mark attendance codes for each section of the class (e.g., day one, day two, day three, etc.) m. Course materials for this course 13. Choices for attendance status codes should include the following and be customizable to meet future needs: a. Attended b. No-show c. Authorized no-show (didn’t show but was waived the no-show fee) d. Cancelled by student e. Cancelled class f. Waiting g. Pending h. Unqualified (blocks person from registering for another course until no-show fees are paid) 14. The ES staff should be able to print only one class list at a time, if need be. 15. The ES staff and students should be able to print or view online a list of all classes for which a student is currently registered. 16. The ability for students to easily cancel their registration for a class online should be available. If a student cancels one class, they should be presented another confirmation page showing the date and time cancelled and a list of all other classes for which they are still registered. 17. System will record and track the date and time of the cancellation. 18. Cancellations by students should immediately generate an email to Education Ser- vices’ staff who then try to contact someone on the waiting list to fill the available seat. 19. During class, students should be able to fill out an online evaluation form (gathering the information we need from them). This data should be kept in the database for the generation of statistics (as well as comments). Statistics should indicate: (a) how well an instructor is doing overall, (b) how well our material is received, (c) any need for facility improvements (listed by facility), and (d) if the course is meeting the needs of our customers. 20. The system should contain user error mechanisms to reduce the likelihood of acciden- tal class or student deletion. Facilities We offer classes in a variety of locations. We need to schedule these facilities and produce calendars that show what is scheduled in each facility and when. The actual scheduling is 3/21/01 17
  20. 20. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies done through other mechanisms but a calendar would allow us to quickly see (by facility) what is scheduled and for what periods of time. It will also allow us to put up signage prior to each class, notifying students what is being offered in each facility. 1. Ability to schedule facilities for each class and produce master calendars for each facil- ity. 2. Ability to sort and search for facilities based on facility attributes such as the number of seats, software, etc. 3. The following information needs to be collected about each facility. This information aids in sorting and searches to identify appropriate facilities. a. Location (room, building) b. Computer platform(s) c. Number of computers d. Software available e. Instructor podium f. White/Chalk board g. Projection h. Number of seats i. Other equipment in the room j. Normal lab hours k. Rating of facility (generated automatically from evaluations) l. Special lab scheduling instructions (comments field) 4. For each class, setup time is required prior to the actual class time. Each room will need to be scheduled a certain amount of time prior to the actual class time to allow the instructor time to setup the class. Instructors 1. Instructors should be able to log in to a Web page and view: a. Schedule of their teaching assignments b. Evaluations from any of the classes they have taught c. Overall evaluations for all classes they have taught d. Total number of hours they have taught by any given week or month 2. Database should contain: a. Each instructor’s top teaching preferences b. Each instructor’s teaching proficiencies (whether preference or not) c. Number of times taught (ability to track dates and hours) 18 3/21/01
  21. 21. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies d. What they’ve taught e. Instructor type (on-call, full-time, volunteer, OIT) f. Hourly rate (Cost of instructor is also used to calculate course costs.) g. Instructor rating (generated automatically from evaluations) 3. The LMS should be able to match instructors to top teaching preferences and proficien- cies to aid in the scheduling of instructors. 4. The LMS should be able to multiply the number of hours taught times the hourly rate to show what any given instructor has been paid and provide a total dollar amount for the year or for any given time period. Course Materials 1. Course materials need to be cross-referenced with courses. A course material table should exist that provides information about the course materials used in all courses. That information should include the following: a. Material title b. Material number, if applicable c. List of courses these materials are used in (course titles and numbers) d. Designated either in-house developed or purchased (outsourced) e. Cost of materials (used to calculate course costs) f. If outsourced, name and contact information of publisher for reorders f. Ratings for these materials (generated automatically from evaluations) g. Amount we charge for the materials h. Number of books in stock i. Number of books required for stock j. Number sold and date sold k. Profits per title to date 2. The LMS should track inventory and send email notification to Education Services’ staff when inventory reaches a certain level (to be determined by ES staff). 3. The LMS should produce a report which shows a total of all profits made from all mate- rials used in classes over a given period of time (detailing each book’s cost, sale price, and profit and the total profits for the selected period of time for each book title). 4. The LMS should have the ability to print a course materials order list for any given class, day, week, or semester. This list would compile numbers and titles of each docu- ment and indicate whether a particular material should be ordered in-house or from a vendor. 3/21/01 19
  22. 22. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Accounting 1. The LMS must be capable of performing charge-back functions online (e-commerce/ credit card or department account number) and allow for fees to be paid for in a tradi- tional fashion (cash or check). The following items will be charged for: a. Cancellation fee for anyone who does not show up for a class and does not pro- vide notification two-business days in advance of that class. Our office staff need the ability to void charges with extenuating circumstances. b. Any outsourced materials a customer wishes to buy. c. Various discounted fees charged to Alumni and Other category customers to take our courses. d. Charges for certain special request classes that might be offered on a fee basis (not all are). e. Any outsourced (third-party) online or classroom courses. 2. The system should be able to produce accounting reports for each of the five chargeable items listed above and any additional categories added in the future: a. Our costs to provide materials or course b. Our charges (varies by customer type) c. Our profits (if any) d. Totals per category (courses, materials, no-show fees, etec.) for any given time period showing costs, charges and profits 3. The system should be able to produce accounting reports, which show our overall costs for instructors. 4. The ability to produce customizable invoices is important (should be able to void invoices when appropriate—before or after printing) Reporting 1. Reports should be easy to generate from any information in the database without the aid of the vendor or a programmer. All data in the system should be easily sorted, viewed, manipulated and printed. 2. At a minimum, the system will be able to produce reports that show: a. How many of each affiliation type (e.g., faculty, staff) take our courses b. How many take online and how many take instructor-led courses c. Whether enrollment is going up or down from semester to semester or year to year (by course or by program) d. Which classes are most sought after e. Enrollment by platform (Mac, PC, Unix, Linux, etc.) f. Evaluation statistics for each course 20 3/21/01
  23. 23. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies g. Evaluation statistics for each instructor h. Evaluation statistics for each facility i. Evaluation statistics for course materials j. Overall program evaluation statistics showing upward or downward trends k. A listing of all courses students would like to see us offer that we don’t cur- rently offer (from evaluations) l. Number of classes (online and instructor-led) offered and trends up or down m. Number of those who attempted to register but could not due to seats filled n. Number of those who were confirmed seats at registration o. Number of those who attended p. Number of those who cancelled q. Number of “no-shows” r. Number of those on the waiting lists (sorted by course) s. Number who moved off waiting list into seats t. Number of classes cancelled due to low registration u. Which classes were cancelled due to low registration v. Number of classes held—by course, by platform, by semester w. Number of online registrations versus number of paper registrations x. Number registered for beginning, intermediate or advanced courses y. Profits for courses, materials, no-show fees with totals 3/21/01 21
  24. 24. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Proposed System Attributes The hardware, software, training and maintenance attributes and functions we desire in a learning management system are detailed below. Hardware 1. For purposes of this RFP, hardware components include servers, peripheral equipment, and telecommunication equipment, such as networking components. 2. Manufacturer or vendor’s warranties shall cover all hardware for a period of three years or more from the date of purchase. 3. The vendor must provide recommended hardware configurations required to run the LMS with full functionality given the size of our expected population and usage including all hardware necessary to connect the system to our campus backbone. 4. All hardware recommendations must be complete, pre-tested, and be fully operational before we will consider final contract obligations fulfilled. If the vendor prefers includ- ing hardware as part of the total system, the hardware costs should still be itemized as such. Experimental or developmental components are not acceptable. 5. The vendor must propose a complete learning management system with all hardware components necessary to fulfill the requirements of this RFP. The vendor will not pro- vide network facilities or premise wiring, as those facilities are in place. Hardware net- work adapters and drivers should be suitable for 10BaseT Ethernet. 6. The vendor must provide all cables, adapter cards, and other equipment and software required to interconnect computers, peripheral devices, and other system components. 7. Prices for all system components (servers, workstations, scanners, etc.) must be sepa- rately enumerated and clearly indicated. The University reserves the right to acquire selected components from alternative sources, or to substitute components that it already owns, provided that such components are fully compatible with those pro- posed by the vendor. 8. Vendors should be aware that physical characteristics of the University's buildings might have an impact on the delivery, installation, or operation of computer compo- nents. The site visit will provide an opportunity for examination of the physical facili- ties, including proposed locations for system components. Recommendations for facility changes required to support this application are requested. 9. The proposed learning management system (LMS) must operate on a computer plat- form with which the University is experienced; preferably Windows NT or 2000. 10. The learning management system must be initially configured with sufficient storage capacity to accommodate the existing load plus a three-year accumulation of new cus- tomers. 11. Dating from 1989 to the present there are 3,503 classes in the database, 322 separate courses and 6,644 separate student records. We will require the capacity to offer 1,000+ classes. We will be starting fresh but need the ability to hold at least that num- ber of records and the ability to grow if necessary. 22 3/21/01
  25. 25. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 12. The vendor must indicate the system’s future expansion potential for hard disk capac- ity and the increments in which such expansion can be implemented. 13. A backup system should be recommended as part of the proposal which will enable us to be up and running again on a system similarly configured or on the same system within a couple hours. This system should support 24-hours-a-day, seven-days-a-week and 365-days-a-year operations. 14. The backup system proposal should include: recovery of records, backup scripts, disaster recovery and database recovery. 15. All equipment must be rack mounted and require only one monitor for the solution (switchable between servers). 16. All proposed equipment should be equipped with UPS. 17. The learning management system must interface with the University’s existing direc- tory services. These will serve as an authentication resource to the LMS and provide unique identifiers to the LMS. 18. The proposal must indicate the type of workstations (platform and configuration) required for all Education Services’ staff to access, use, and maintain the learning management system—including workstation configurations such as hard drive space and memory requirements. Software 1. All software must be warranted for a period of three years or more from the date of purchase, including updates for that period. 2. As part of the system implementation effort, the successful vendor will be expected to study the University’s current work procedures and requirements to determine the spe- cific software characteristics and capabilities to be implemented. 3. All software components must be installed, pre-tested, and fully operational for the hardware proposed by the vendor. 4. All software-driven learning management functions must be easy to learn, convenient to use, and suitable for operation by non-technical personnel. Knowledge of program- ming concepts or other data processing expertise, apart from broad familiarity with computer operations in an office context, should not be required. 5. Customized programming or other modification of program code by University per- sonnel should not be required for vendor-developed software. 6. Full and complete user documentation must be provided for all software to be included in the system. 7. Operations manuals must be provided for all systems software, including recom- mended backup procedures. 8. The system must be fully configured by the vendor according to the University’s needs. 3/21/01 23
  26. 26. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 9. As part of the system implementation effort, the vendor must work with the University to determine the specific fields to be used for our training program purposes. 10. The system must support default values for designated fields. 11. Screens must be able to be viewed online or easily printed. 12. The system must provide a straightforward user interface that will permit database searches and the use of calendars by the general public with no instruction required. 13. All hardware, operating systems and software incorporated into the vendor’s system should be legally licensed. Training 1. The vendor must provide appropriate training for all aspects of system use and opera- tion to Education Services staff, systems administrators and operators. 2. Proposals must present a training plan and schedule with costs specifically enumerated. 3. The vendor must provide descriptions of specific training classes to be provided. The descriptions must indicate the purpose of each training class, the specific topics to be covered, the duration of the class (in hours or days), and the location where the class will be taught. 4. The University prefers on-site training involving the system components it will actually utilize or operate. 5. The University prefers live classroom training with instructors as opposed to audio- visual or computer-aided instruction. 6. The vendor must indicate the specific instructional methods and materials to be employed in each training class. 7. The vendor must indicate the maximum number and type of University employees who are to attend each training class (e.g., maximum of 12 Education Services staff per class). Maintenance 1. The vendor must specify the warranty period and provisions for all system components, including hardware and software (three years or longer). 2. The vendor must specify post-warranty maintenance provisions, terms, and costs for all system components, including hardware and software. 3. The vendor must specify the source of hardware maintenance service and the location of its service facilities. The vendor must identify any third-party maintenance organiza- tions to be employed. 4. For software, the vendor must specify provisions, terms, and conditions for repair or replacement of defective software. 5. For software, the vendor must specify provisions, terms, and conditions for technical support in response to customer questions. 24 3/21/01
  27. 27. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 6. For software, the vendor must specify provisions, terms, and conditions for new releases and other software upgrades. 7. The proposed learning management system will be implemented in an application that is critical to the Education Service’s mission and daily operations. Prolonged downtime is consequently highly undesirable. For software and database malfunctions that result in system failure, the vendor must guarantee the restoration of system operability within 24 hours from the time the problem is reported. Questions and Clarifications If you have questions or need clarification on the points of this request, please send them to the addresses below: Shiree S. Moreland Director, Education and Communication Office of Information Technologies 115A DeBartolo Hall University of Notre Dame Notre Dame, IN 46556 Phone: (219) 631-7125 email: moreland@nd.edu or Laura Gekeler Operations Manager Education Services Office of Information Technologies 115B DeBartolo Hall Notre Dame, IN 46556 Phone: (219) 631-3673 email: lgekeler@nd.edu 3/21/01 25
  28. 28. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Appendix A: Business and Legal Considerations A. Proposal Submission Constitutes an Offer (Note: the University will regard a vendor’s response to this Request for Proposal as a bona fida offer; if it chooses, the University may consider the vendor’s response a basis for a contractual agreement. Once submitted, vendor proposals may not be withdrawn.) This agreement may be extended for six (6) month intervals, upon written agree- ment of both parties, and so long as there are no price increases. All price decreases are to be passed on to the University. In any event, the vendor and the University agree that the University will never be required to pay more for the sys- tem, any of its component parts, or support or service thereof than any of vendor’s current or future customers pay for as long as the University is using all of or part of the vendor’s system or services. B. University’s Right to Reject Proposals The University reserves the right to reject any or all proposals and, in particular, any proposal not containing the complete data requested. The University reserves the right to waive any irregularity in any proposal received. All proposals become the confidential property of the University of Notre Dame and will not be available for public viewing. The University will not be required to furnish vendors a statement explaining its choice of any proposal(s) over any other(s). C. University’s Right to Negotiate (note: the University reserves the right to negotiate with vendors submitting pro- posals on any detail of system specifications, pricing, maintenance and warranty programs, or any other aspect of the products and services which this document stipulates or implies and/or which the vendor provides, in connection with the specification, installation, configuration, maintenance, and support of these noted systems.) In the event the University is unsuccessful in negotiating a contract with its initial vendor(s) of choice within a reasonable time frame, the University reserves the right to begin negotiations with another vendor or vendors. Vendors are cautioned, however, to submit proposals, initially, on a most favorable basis, since an award decision may be made without any award negotiation, based on technical adequacy and the financial terms of the original proposal. In the event that information or pricing submitted by a vendor is unclear to the University, the University may request additional information and/or pricing breakdowns from the vendor. The vendor shall answer, in writing, such requests 26 3/21/01
  29. 29. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies for additional information and/or clarification; these responses will become part of the vendor’s proposal. Vendors failing to provide adequate information on any issue in a timely manner necessary to allow a comprehensive evaluation by the University shall be considered unresponsive, and their proposals subject to rejec- tion. D. Standards Set Forth are Minimum Standards The University considers all terms and conditions to be accepted unconditionally by the vendor, unless written exceptions are made and accepted by the University in writing with respect to specific clauses of this document. Such exceptions may, however, be used as a basis for rejection of the proposal. E. Award at Sole Discretion of the University By issuing this request, the University of Notre Dame does not commit itself to award a contract or otherwise pay for information solicited. The University reserves the right to accept the proposal(s) it deems to be in its best interest. The University reserves the right to make multiple vendor awards, if it determines its needs can be met by the construction of a hybrid system. F. Resolution of Disputes The laws of the State of Indiana shall govern the interpretation and performance of this Request for Proposal and any bids or agreements resulting from responses to this Request for Proposal. Any action brought to enforce any provision of such agreement(s) or arising out of the performance of such agreement(s) shall be brought in the courts of the State of Indiana. The parties understand and expressly agree that any claims, demands, actions or causes of action asserted against the University of Notre Dame, its officers, trustees, agents or employees, shall be brought only in the court(s) of the State of Indiana. By submitting its proposal, Vendor agrees not to challenge the jurisdiction or venue of the Indiana courts at any time or in any proceeding arising out of or related to this proposal or any resulting agreement(s) with the University of Notre Dame. G. Severability The University reserves the right to select subsets of proposals submitted in response hereto at the quoted prices for those subsets. (Note: individual sections of this RFP and of the vendors' proposals stand on their own.) 3/21/01 27
  30. 30. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies H. Indemnity/Insurance Contractor shall procure and maintain during the life of this contract/agreement at Contractor’s sole expense such insurance as shall protect Contractor and any sub- contractor performing work covered by this contract or other maintenance and job order from claims for damages for personal injury, including death, resulting there- from as well as for property damage, which may arise from operations under this contract or other order whether such operations be by Contractor or by any sub- contractor or by anyone directly or indirectly employed by either of them. Herein- after the University of Notre Dame du Lac shall be referred to as Owner. 1. Minimum Scope of Coverage a. Comprehensive General Liability or Commercial General Liability insurance coverage insuring all operations by or on behalf of the Contractor and includ- ing coverage for: Premises and operations, Products and completed operations, Contractual liability insuring the obligations assumed by the Contractor under this agreement, Personal injury liability, Broad form property damage, and Explosion, collapse and underground (“XCU”). b. Automobile Liability insurance covering all owned, hired and non-owned vehicles. c. Worker’s Compensation insurance as required by applicable law or regula- tions or statutes and Employer’s Liability insurance. d. Consultant’s Professional Liability. 2. Minimum Limits of Insurance Contractor shall maintain limits of liability no less than: a. General Liability: i. If insured under Comprehensive General Liability policy form: $1,000,000 each occurrence bodily injury, $1,000,000 each occurrence property damage Or $1,000,000 combined single limit per occurrence for bodily injury and prop- erty damage 28 3/21/01
  31. 31. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies ii. If insured under Commercial General Liability policy form: $1,000,000 each occurrence bodily injury and property damage, $1,000,000 personal and advertising injury, $1,000,000 products and completed operations aggregate, $1,000,000 general aggregate b. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage c. Worker’s Compensation: Coverage as required by law d. Employer’s Liability: $500,000 bodily injury by accident $500,000 Disease - Each Employee $500,000 Disease - Aggregate e. Umbrella/Excess Liability: $5,000,000 minimum in excess of liability insurance required. f. Consultant’s Professional Liability: $1,000,000 Each Claim $1,000,000 Aggregate g. Aircraft (Rotor-Wing) Liability: If a helicopter is to be used by or on behalf of Contractor, Contractor must ensure that the Helicopter owner/operator provides $50,000,000 in aircraft (rotor-wing) liability insurance. Certificate of Insurance showing proof of coverage must be provided to the owner which names Contractor as an addi- tional insured. h. Lower limits of coverage from certain contractors may be accepted (only in writing) by the University if compliance presents financial hardship to the Contractor or if the University determines the work to be performed or the size of the job does not warrant the minimum limits. Exceptions will be reviewed on a case-by-case basis by the University. 3. Deductibles and Self-Insured Retentions: Any Contractor deductibles or self-insured retentions above $1,000 must be declared to and approved by Owner. At the option of Owner, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects Owner, its subsidiaries, officers, directors, trustees, volunteers and employees; or the Contractor shall procure a bond guaranteeing payment of losses and defense costs. 3/21/01 29
  32. 32. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 4. Other Insurance Provisions: a. Claims-made coverage The Owner will not accept a “claims-made” policy, except with regard to Professional Liability. b. Owner as an additional insured Owner and its subsidiaries, officers, directors, trustees, volunteers, and employees shall be named as additional insureds under the Comprehensive or Commercial General Liability insurance policy and the Automobile Lia- bility policy. c. Per project aggregate General Liability policy shall include the per project aggregate endorsement. d. Primary insurance All insurance provided hereunder shall be primary. e. Contractor’s failure to comply with policy provisions General liability and automobile liability policies shall stipulate that Con- tractor’s failure to comply with reporting provisions of the policies shall not affect coverage provided to Owner and its subsidiaries, officers, directors, trustees, volunteers and employees. f. Worker’s Compensation and employer’s liability coverage The insurer shall agree to waive all rights of subrogation against Owner and its subsidiaries, officers, directors, trustees, volunteers and employees. g. Notice of cancellation Each insurance policy required by this insurance clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to Owner. h. Property/Builder’s Risk The Owner shall provide Builders Risk Insurance. However, the Owner shall not provide property coverage or accept responsibility for Contractor’s equipment or tools while on the premises of the owner. i. Performance bond Performance bonds shall be provided at the specific request of the University. 5. Acceptability of Insurance Insurance is to be placed with insurers which are acceptable to Owner. In gen- eral, the company must be at least A-, V (rating size) by Best’s. 30 3/21/01
  33. 33. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 6. Verification of Coverage Contractor shall furnish Owner with certificates of insurance that clearly iden- tify: a. Project number and name, if applicable, and b. All insurance coverages and special conditions as required by this Agree- ment. The certificates are to be signed by a person authorized by the insurer to bind coverage on its behalf. Owner reserves the right to require certified copies of endorsements affecting coverage required by this insurance clause or to require a certified copy of any or all required insurance policies, at any time. 7. Subcontractors Contractor shall include any and all subcontractors as insureds under its policies or shall furnish separate certificates for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 8. Indemnification Contractor assumes the liability for all losses, claims, damages (including loss of use), expenses, demands, claims, damages and judgments in connection with or arising out of any injury or alleged damage to property, sustained or alleged to have been sustained in connection with, or to have arisen out of the perfor- mance of, Contractor, and contractor’s agents, subcontractors, servants and employees, including losses, expenses or damages sustained by the University of Notre Dame du Lac and losses, expenses or damages to Contractor or Con- tractor’s subcontractor’s vehicles or property. Contractor hereby undertakes and agrees to indemnify, defend and hold harmless the University of Notre Dame du Lac and its Board of Trustees, individually or collectively, and the officers, agents, servants and employees of the University and its Board of Trustees, from any and all such losses, expenses, damages (including loss of use), judgments, demands and claims, and shall defend any suit or action brought against them, or any of them, based on any alleged injury (including death) or damage (includ- ing loss of use) and shall pay all damages, judgments, costs and expenses, including attorney’s fees, in connection with said damages and claims resulting therefrom. The foregoing assumption, indemnification, hold harmless and undertaking of defense shall not apply to any loss, damage, expense, demand, claim, or cause of action arising out of, or caused by the sole negligence of the University, its Board of Trustees, individually or collectively, or the officers, agents or employees of said University and its Board of Trustees. I. General Stipulations The successful vendor(s) agrees to execute, simultaneously with the execution of any contract or agreement resulting herefrom, the University of Notre Dame’s 3/21/01 31
  34. 34. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies standard insurance requirements and indemnification agreement for outside con- tractors. In addition, by submitting its proposal vendor agrees to assume the liabil- ity for all losses, damages (including loss of use), expenses, demands, and claims in connection with or arising from any injury (including death) or damage to per- sons or property (or both) sustained or alleged to have been sustained in connec- tion with or arising out of the use or operation of the system or software contemplated herein and/or the performance, non-performance, negligence, acts or omissions of the vendor or the vendor’s agents, servants, or employees, including losses, expenses, or damages sustained by the University of Notre Dame du Lac, the vendor, subcontractors or third parties. The vendor(s) hereby undertakes and agrees to indemnify, defend and hold harmless the University of Notre Dame du Lac and its Board of Trustees, individually or collectively, and the officers, agents, servants, and employees of the University and its Board of Trustees, from any and all such losses, expenses, damages (including but not limited to loss of use), demands and claims, and shall defend any suit or action brought against them, or any of them, based on any such alleged injury (including but not limited to death) or damage (including but not limited to loss of use) and shall pay all damages and claims resulting therefrom. The foregoing assumption, indemnification, hold harmless, and undertaking of defense shall not apply to any loss, damage, expense, demand, claim, or cause of action arising out of, or caused by the sole negligence of the University or its trustees, officers, agents, or employees. The University of Notre Dame shall be indemnified, defended and held harmless by vendor(s) from payment of any and all claims or expenses arising out of any infringement, alleged infringement, or use of any intellectual property, patent or patented device, article system, arrangement, materials, or process used in the exe- cution or performance of any agreement resulting from responses to this Request for Proposal or arising out of this project. J. Liability Limits The vendor must provide worker’s compensation and liability insurance for its own employees, covering their work on campus in connection with both installa- tion of a proposed system and any subsequent maintenance work. The vendor shall provide the University a certified Certificate of Insurance, or any other insurance form approved by the University, thirty (30) days prior to the start of any job or work, and agrees to maintain such insurance until the completion of the job or work. The minimum limits of liability shall be: a. Worker’s Compensation and Employer’s Liability Insurance i) Worker’s Compensation insurance, as required by applicable law, regulations, or statutes ii) Employer’s Liability: $500,000 limits for: 32 3/21/01
  35. 35. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Bodily injury or accident Disease (each employee) Disease (aggregate) b. Broad form comprehensive or commercial general liability insurance i) $1,000,000 combined single limit per occurrence for bodily injury and property damage. Coverage shall insure all operations by or on behalf of the vendor(s) and include coverage for: Premises and operations Products and completed operations Contractual liability insuring the obligations assumed by the vendor(s) under the vendor's contract with the University Independent contractors Owner's and vendor's/contractor's protective Personal injury (libel, slander, defamation of character, etc.) ii) $2,000,000 general aggregate if the vendor(s) is insured under Commercial gen- eral liability policy form (1986 edition). General liability insurance shall be on an occurrence form basis. Claims made policies will not be accepted. Notre Dame reserves the right to require higher limits on any contract which may result from responses to this document, provided notice of such requirements is stated in the proposal for said contract. The vendor(s) agrees to issue the Certifi- cate of Insurance with the University of Notre Dame due Lac as an additional insured. A thirty (30) day written notice of cancellation, material change or non- renewal shall be furnished by certified mail to all certificate holders at the address indicated on the face of this document. Also, when deemed necessary, the ven- dor(s) shall provide explosion, collapse, and underground coverage. K. Property Damage Any damage, including damage to facilities, equipment, and surfaces shall be repaired to the University of Notre Dame’s satisfaction, at the vendor’s expense. Notwithstanding this provision, however, Vendor shall not be liable for any such repairs with respect to damage caused by the sole negligence of the University or its officers, trustees, agents or employees. L. Use of Subcontractors Proposals shall be submitted by a single vendor, who will be fully responsible for provision, support, and maintenance of all items proposed. (Additional notes: vendor(s) awarded a contract may hire subcontractors, but these subcontractors must adhere to the original bid and the terms and provisions of this 3/21/01 33
  36. 36. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Request for Proposal; and, they must sign the University of Notre Dame’s standard insurance requirements and indemnification agreement for outside contractors.) M. Software Code Escrow The University will require that vendor(s) it offers a contract to provide software and software support services maintain their software code in escrow with a mutu- ally-agreeable third party. This software escrow code must be maintained by the vendor during the entire period it provides software and software support services to the University. The code escrow must include all versions of all software pro- grams and applications, up to and including the currently installed versions, at any time. The escrow will, therefore, include an archive of all upgrades and interim software, releases, extending backward to the original system installation. N. Ownership of Patron Records The selected vendor(s) must agree in advance that all hard copy and electronic records, employee files, and miscellaneous data necessary to administer the sys- tem's operation shall be the property of the University of Notre Dame. The selected vendor(s) will be prohibited from selling, transferring or using employee and stu- dent information in any manner or for any purpose without the express prior, writ- ten approval of the University of Notre Dame. The University of Notre Dame will have the right to obtain any or all information upon request. O. Additional Consideration The University of Notre Dame is an Equal Opportunity, Affirmative Action employer. The successful vendor(s) and its subcontractors (if any) shall not dis- criminate unlawfully against any employee or applicant for employment, nor shall they deny the benefits of any agreement resulting from this RFP to any person on the basis of race, religion, color, national origin, ancestry, physical handicap, men- tal disability, medical condition, marital status, age, sex, or sexual orientation. 34 3/21/01
  37. 37. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies Appendix B: Purchase Information A. Bases for Pricing 1. Tax Exempt Status The University of Notre Dame is a tax-exempt institution and is exempt from Fed- eral Excise Tax and Indiana General Sales Tax. Vendors should not include Indiana State Sales Tax or Federal Excise Tax in their quotations. 2. System Scale, Options, and Accessories The pricing data in the vendor’s proposal should support a system of unlimited size and should include all incremental price breaks. The quote shall be valid for a period of at least one year and shall be explicitly declared as such. All price decreases are to be passed on to the University. The vendor shall state whether quantity discounts are applicable per order or per contract period. If discounts are applied per contract period, the vendor shall state how this will be managed, administratively. The vendor shall list all options and accessories available for the system proposed, with their associated prices (both hardware and software). The vendor shall indicate which options and accessories must be installed at the factory and which can be installed in the field, along with associated installation costs. The vendor shall indicate, separately, any and all charges it might invoice, which are not specifically mentioned in this RFP. This might include not only purchase of hardware and software, but items such as freight, installation, insurance, and any out-of-pocket expenses the vendor may incur in connection with site surveys, installation, training, etc. The vendor shall stipulate which of these charges the signing of a maintenance contract will mitigate. 3. Service/Maintenance Contracts The vendor shall quote the cost of an annual service contract for the system pro- posed, and shall state its maintenance policies, including those related to customer self-maintenance. The vendor shall list which system modules and/or hardware items should be warehoused, locally, as spares, and shall indicate the cost of these items. The vendor shall disclose its time and material rates, both under its service contract(s) and for non-contract hourly maintenance. The vendor shall agree to define, in negotiation with the University, acceptable windows (under its mainte- nance contract[s]), for vendor response time, and tolerances in regard to the num- ber of times the vendor may fail to meet the response requirement(s). The vendor shall agree, in principle, to credit the University’s annual cost for the service main- tenance contract that is in default any given year. 3/21/01 35
  38. 38. University of Notre Dame Education Services Learning Management System RFP Office of Information Technologies 4. Annual Licensing Fees The vendor shall quote the cost of any annual licensing fee, associated with its software. 5. Caveat For cost areas (systems, materials, infrastructure, etc.) not explicitly stipulated in a vendor’s proposal, the vendor shall be responsible for coverage of all costs required to meet the specifications of this RFP. B. Warranty Structure 1. Hardware The hardware provided by vendors shall be warranted to be free of defective parts and workmanship, and inadequate design as appropriate for a period of three years. The price quoted for recommended hardware shall include such a warranty, effec- tive from the time of acceptance of equipment by the user, and including replace- ment of parts and labor for repair for a period of three years. 2. Software Proposed software shall be warranted to be fully functional, as described in the vendor proposal and to be free of design defects. 3. Product Tolerances and Repair Standards All warranties, both on software and hardware, applying to any system purchased as a result of this RFP, must be clearly specified. Service Centers and/or agents supporting each system component and covering Northern Indiana and/or South Bend must be identified. The vendor shall disclose its mean time between failure, for its products, as well as its mean time to respond, mean time to repair, and max- imum time to repair. C. Delivery Standards 1. Delivery ARO The vendor shall indicate its schedule for delivery of products after receipt of order (ARO). The University prefers a delivery schedule of fifteen (15) days ARO; the vendor’s stated delivery schedule will be a factor in comparing competing vendor proposals. 2. Proposal F.O.B. 36 3/21/01

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