19-5934 RFP AMD 3.pdf

AMENDMENT #3

REQUEST FOR PROPOSAL # 19-5934

OFFICAL SEALED

Emergency Notification System

Todd Pooler

AMD #3 ISSUE DATE: 10/01/2018

DUE DATE: 10/16/2018 2:00 PM CDT

Proposal No. 19-5934

UNIVERSITY OF WISCONSIN

MADISON, WISCONSIN 53715-1218

University of Wisconsin – Madison

AMENDMENT #3

Request For Proposal

THIS IS NOT AN ORDER

OFFICIAL SEALED

Proposal Number: 19-5934

NO PUBLIC OPENING

AMD #3 Issue Date: 10/01/2018

Due Date: 10/16/2018 2:00 PM CDT

Agent: TODD POOLER

Questions regarding this proposal – see Section 2.8

For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3 Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.

If NO BID (check here) ☐ and return.

19-5934 / AMENDMENT #3 / Emergency Notification System Amendment #3 is issued to answer questions received from bidders.

If this amendment is not returned, it shall be assumed your original bid meets all conditions of the amendment.

All other terms and conditions remain the same. Please revise and submit your bid accordingly.

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

Company Name:

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Company City, State & Zip: Date:

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Fein Number : DUNS #:

MADISON, WISCONSIN 53715-1218

AMENDMENT #3

QUESTIONS AND ANSWERS FOR 19-5934

EMERGENCY NOTIFICATION SYSTEM

Q1: What is the peak usage of the app for the scenario of guests on campus (football game, graduation, special events, etc)?

A1: The safety app referenced in lot 3 is only for students, faculty, and staff of the University of Wisconsin-Madison. Campus guests would not have access to the safety app.

Q2: Is the expectation that this vendor builds a VOIP backend for mass notification or utilize an existing one?

A2: Utilize the existing Cisco CUCM VoIP system at UW-Madison.

Q3: In terms of cloud hosting, does the university have a preferred vendor or proximity to UWM expectation? Or is this left to the implementer?

A3: Current campus applications are hosted on Azure or AWS. The supporting groups/ department for this application may have a preferred platform which should be taken into account before awarding the RFP.

Q4: Given the system is maintained and available 24/7 what is expectation for scheduled system maintenance?

A4: In some method, the system must be available 24/7 to send messages. Scheduled system maintenance is expected and acceptable so long as there is always a method available to send a message.

Q5: Will emerging social media platform(s) integration be outside of this contract?

A5: Vendors are encouraged to integrate relevant emerging social media sites and systems.

Q6: Are there specific cyber security or application security restrictions the university may have?

A6: UW Madison IT Security Policies can be found at https://kb.wisc.edu/itpolicy/cybersecurity-policy-list. Applications should integrate with the University’s SAML-based Single Signon (SSO) environment (https://it.wisc.edu/services/netid-login-service/) and should follow the University’s guidelines for handling sensitive University data (https://it.wisc.edu/guides/handling-sensitive-university-data/). As part of an overall systems lifecycle, IT system risk is categorized and managed by the Risk Management Framework - https://it.wisc.edu/wp-content/uploads/RMF-Infographic_12-09-2016_FINAL.pdf.

Q7: List of companies attending the bidders meeting

A7: This information will not be released during an active solicitation.

Q8: The manufacturer of the Public Address system

A8: The public address system in campus buildings differ from building to building. Common systems include Simplex, Notifier, Siemens, EST, and Johnson Controls.

Q9: The manufacturer of the VoIP phones

A9: Cisco VoIP

Q10: Are you FEMA IPAWS certified? Has the state authorized U of Wisconsin to send Wireless Emergency Alerts (WEA)?

A10: Yes and yes.

Q11: What is the exact number of people you would like to be able to upload to the Notification System?

A11: Lot one should cover 65,000 individuals, lot two with 5,000 individuals, and lot 3 with 31,000 individuals.

https://it.wisc.edu/wp-content/uploads/RMF-Infographic_12-09-2016_FINAL.pdf

MADISON, WISCONSIN 53715-1218

Q12: Can you confirm the IPAWS and public Incident Zones?

A12: UW-Madison is authorized to send IPAWS messages to the University of Wisconsin-Madison campus in Madison, Wisconsin. The authorization does not cover outlying properties of the university.

Q13: You have a requirement for Proposal to be delivered by hand, carrier, or mailed to be delivered by 2:00pm CDT and need to be date/time stamped, can you guarantee that someone will be there to physically time and date stamp in the purchasing office on 10/16? What if the proposal is sent in days before the due date, will it be accepted?

A13: Yes. Yes.

Q14: When will UW-Madison notify the Proposer if they are going to need to be on-campus for a demo presentation of the services/products proposing to be able to make travel arrangements accordingly?

A14: When the decision is made who will be requested to present.

Q15: What is the date of the Oral Presentations/Site Visit? There are conflicting dates in the RFP – Oct 24th is in the 2.1 grid, and Oct. 26th in section 2.6?

A15: The demos will be held on October 24. Vendors will be notified and an expected agenda will be provided.

Q16: Will UW-Madison accept several proposals from one Proposer with different price points, knowing that you may not have an exact contact # once this decision is made, but need to prepare for budgets now?

A16: You may submit multiple proposals. I would suggest that your proposal is based on the numbers presented in the onsite meeting and you quote the addition/growth of the system over time. Preference will be given to proposals that demonstrates this attribute.

Q17: Under 4.4.28 the question states: “Does your software have a safety app for students that allows a friend or family member of the user to monitor the walk home of the student user?

A17: Correct.

Q18: Is this feature a requirement to have monitoring capability from family or friends? Or is Monitoring from Campus Police or Campus Safety enough?

A18: Monitoring from family and friends. The University Police will not engage in monitoring via the safety app.

Q19: Under 4.5.1, you state you would like for the account manager to live in the Midwest, preferably in a neighboring state listed in the RFP. If they live in a Midwest state, but not one listed is that ok?

A19: Yes.

Q20: Which University Departments will be represented on the RFP Evaluation Committee? Will it just be the Police Department and Campus Safety? OR will the Information Technology Department be represented as well? Any other specific departments?

A20: This is not information that will be disclosed during an ongoing solicitation. However I can state that a cross functional team will be involved in the review and scoring of the proposals.

Q21: What is your desired timeline for deployment? I.e., when would UW Madison like to see the platform in production?

A21: The system should be tested and ready for use by March 2019.

Q22: Please clarify 4.6.1.9: under what circumstances would confidential user data be transmitted with the system?

A22: User Contact information is transmitted from current campus systems to the notification system to allow user’s to be contacted. No other time should data be transmitted about students.

MADISON, WISCONSIN 53715-1218

Q23: Please clarify 4.6.1.10: can you describe a situation in which this might happen? What is the 'enterprise WAM'?

A23: A common scenario for deep linking into an application is a user that bookmarks a specific page within the application after logging in. If the user attempts to use the bookmark later, does the application allow the user to navigate directly to the referenced page after authentication or simply return the user to the application’s main page? The intent of this question is to understand how the application will behave if a user bookmarks a page within the application and then attempts to return to it later.

Enterprise WAM is this context means ‘Enteprise Web Access Management’. For UW-Madison that would be the NetID Login Service - https://it.wisc.edu/services/netid-login-service/.

Q24: Is multicast routing enabled/used over the Wide Area Network (WAN)?

A24: It should not be assumed that multicast routing is available/enabled over the WAN or LAN. Unicast is primarily used at UW-Madison and any use of multicast is limited.

Q25: Is multicast routing enabled/used on the Local Area Network (LAN)?

A25: It should not be assumed that multicast routing is available/enabled over the WAN or LAN. Unicast is primarily used at UW-Madison and any use of multicast is limited.

https://it.wisc.edu/services/netid-login-service/