ESBD_File_352911_01 - RFP 745-24-P26 Digital Workplace Communications.pdf

Template v. 10.12.2023

REQUEST FOR PROPOSAL

by

The University of Texas of Texas Health Science Center at San Antonio for

Selection of a Vendor for

Digital Workplace Communications

RFP No. 745-24-P26

Submittal Deadline:

3:00 PM – Central Prevailing Time, Thursday – April 25, 2024

Issued: 3:00 PM Central Prevailing Time, Wednesday – March 6, 2024

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A – Appendix One, Section One – General Information A01B – Appendix One, Section Two – Execution of Offer A01C – Appendix Three, Section Three – General Questionnaire A01D – Appendix Four, Section Four – Addend Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: HUB SUBCONTRACTING PLAN

APPENDIX FOUR: ACCESS BY INDIVIDUALS WITH DISABILITIES

APPENDIX FIVE: ELECTRONIC AND INFORMATION RESOURCES

ENVIRONMENT SPECIFICATIONS (EIR)

APPENDIX SIX: INFORMATION SECURITY INITIAL SECURITY POSTURE

ASSESSMENT (ISPA)

APPENDIX SEVEN: TX-RAMP NOTICE

APPENDIX EIGHT: MUST HAVE ITEMS

APPENDIX NINE: SHOW STOPPER ITEMS

APPENDIX TEN: NICE TO HAVE ITEMS

APPENDIX ELEVEN: POLICY DRIVEN ADOPTION FOR ACCESSIBILITY (PDAA)

VENDOR SELF-ASSESSMENT

SECTION 1

INTRODUCTION

1.1 Description of University

The University of Texas Health Science Center at San Antonio — also called UT Health San Antonio (UTHSA) — has a mission to make lives better through excellence in education, research, health care and community engagement. As the largest academic research institution in South Texas, reflected by an annual research portfolio of approximately $400 million, the university is designated as a Hispanic-Serving Institution by the U.S.

Department of Education. UT Health San Antonio’s professional schools of medicine, nursing, dentistry, health professions, graduate biomedical sciences and public health have graduated more than 42,300 alumni who are leading change, advancing their fields and renewing hope for patients and their families throughout South Texas and the world.

One of 14 UT System institutions, UT Health San Antonio has launched the newest of its six schools, the UT School of Public Health San Antonio. Now enrolling students into its Master’s of Public Health program, this school’s primary focus will be on preparing its graduate students for developing and enacting public health policy that serves, specifically, the communities of South Texas.

Another significant reflection of the phenomenal growth of the UT Health Science Center San Antonio will be its $430 million, 144-bed, best-in-class UT Health San Antonio Multispecialty and Research Hospital. Opening in 2024, it will offer specialty cancer care and surgery, while being a major reason why 1,500 new jobs will be added in the next five years to the ranks of faculty and staff at the health science center.

For three years in a row, UT Health San Antonio has made the Forbes list of Best-in-State health services employers and its schools of medicine, nursing and health professions rank in the nation’s top 50 by the U.S.

News & World Report.

The university employs a diverse workforce of more than 7,900; administers an annual operating budget of $1.23 billion; and stewards clinical practices in medicine, cancer, dentistry, nursing and other health professions that provide more than 2.6 million patient visits each year. It is a chief catalyst for the $44.1 billion health care and biosciences sector of the San Antonio economy.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.2 Background and Special Circumstances

UTHSA is seeking a partnership with an experienced, state of the art vendor to provide a new intranet platform, digital signage, and Mobile App solution throughout the University to engage our internal audience of employees.

The awarded Proposer shall have the means to integrate seamlessly with MS365, SharePoint, have the ability to provide a mobile app, provide detailed analytic reports, have a well-designed architecture, and have an easy-to-use publishing system and installation process.

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-24-P26, from qualified proposers to provide operational guidance services (the “Services”) for Digital Workplace Communications Services are more defined in Section 5 (Scope of Work) of this RFP.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Transition Plan

As a government entity, UT Health San Antonio is obligated by statute to re-solicit, or to leverage eligible Group Purchasing Organization contracts, to continue this service upon expiration or termination of this agreement.

Awarded Proposer agrees that if the Signed Agreement expires or is terminated for any reason, then, at University’s option, Awarded Proposer will continue to perform the Digital Workplace Communications in accordance with the terms and conditions of the Signed Agreement until University contracts with a new qualified and experienced contractor(s) to perform the Digital Workplace Communications or is able to perform the Digital Workplace Communications in-house; provided, that, Awarded Proposer will not be required to continue performing the Digital Workplace Communications for more than four (4) months after expiration or termination of the Signed Agreement.

Awarded Proposer agrees to cooperate with, and assist, University’s efforts to transition to another contractor(s) or to perform the Digital Workplace Communications in-house.

1.6 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Thursday – April 25, 2024

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH BONFIRE) about this RFP through Bonfire Opportunity Q&A.

Located in the Project Details (see below).

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 5:00 PM Central Prevailing Time, Tuesday – April 9, 2024 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

Under Project Details, click the “Ask a Question” located near the Question Due Date.

This will take you to the Vendor Discussion Section where you can post your question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of

(1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

B. Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria

A. Cost of goods and services (25 Points);

B. Reputation of the Proposer and of the Proposer's goods or services (10 Points);

C. Quality of the Proposer's goods or services (25 Points);

D. Extent to which the goods or services meet the University's needs (25 Points);

E. Proposer's past relationship with the University (5 Points); and

F. Proposer’s exceptions to the terms and conditions set forth in Section 4 ( 5 Points)

2.4 Key Events Schedule

Date RFP Issued 3:00 PM Central Prevailing Time, Wednesday – March 6, 2024

Pre-Proposal Meeting 11:00 AM – 11:30 AM Central Prevailing Time, (ref. Section 2.6) Wednesday – March 27, 2024

Question Deadline 5:00 PM Central Prevailing Time, Tuesday – April 9, 2024 (ref. Section 2.2)

Submittal Deadline 3:00 PM Central Prevailing Time, Thursday – April 25, 2024 (ref. Section 2.1)

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies.

Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, Including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor,

(2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified

HSP.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref. Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Proposer’s HSP through the Bonfire Procurement Portal UT Health San Antonio (bonfirehub.com)

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB

Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre- Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Pre-Proposal Meeting

University will hold a Pre-Proposal Meeting from 11:00 AM to 11:30 AM, Central Prevailing Time on Wednesday

– March 27, 2024, via Microsoft TEAMS. The Pre-Proposal Conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Meeting ID: 237 520 965 963 Passcode: 7MgJqX

2.7 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations.

Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal at: UT Health San Antonio (bonfirehub.com), on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal. University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your proposal – you must contact Bonfire directly at Support@GoBonfire.com. There is also a Help Forum located at https://support.gobonfire.com/hc/en-us

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of two hundred forty

(240) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref.

APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5);

B. Agreement (ref. APPENDIX TWO);

C. Proposal Requirements (ref. APPENDIX ONE), and;

D. Notice to Proposers (ref. Section 2).

mailto:Support@GoBonfire.com https://support.gobonfire.com/hc/en-us https://support.gobonfire.com/hc/en-us

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE).

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6).

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE).

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE).

3.4.5 Signed and completed General Terms and Conditions (ref. Section 4 of APPENDIX ONE)

3.4.6 Responses to questions and requests for information in the Specifications and Additional Questions

Section (ref. Section 5).

3.4.7 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref.

Section 2.5 and APPENDIX THREE).

3.4.8 Signed and completed Access by Individual with Disabilities (ref. APPENDIX FOUR).

3.4.9 Signed and completed Electronic and Information Resources Environment Specifications (EIR) (ref.

APPENDIX FIVE).

3.4.10 Completed Information Security Initial Security Posture Assessment (ISPA) (ref. APPENDIX SIX).

3.4.11 Proposer’s SOC 2, Type II Certification (IF APPLICABLE).

3.4.12 Completed Accessibility Conformance Report (ACR) and/or VPAT (ref 5.2 MINIMUM REQUIREMENTS).

3.4.13 Completed and Signed TX-RAMP Notice (ref APPENDIX SEVEN).

3.4.14 Completed Policy Driven Adoption for Accessibility (PDAA) Vendor Self-Assessment (ref. APPENDIX

ELEVEN)

3.4.15 Detailed Proposer Quote

SECTION 4

GENERAL TERMS AND CONDITIONS

See Attached in Bonfire

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 Must have a minimum of five (5) years of experience in intranet platforms and digital signage solutions.

5.2.2 Pursuant to 1 TAC §213.38 (b), UT Health requires documentation providing credible evidence that the products to be included in this bid are accessible for use by persons with disabilities.

Please provide such documentation in one of the following ways:

A. A completed Accessibility Conformance Report (ACR) for each product on the bid list. This ACR may be based on a standard format such as, and; [NOTE: Confirm that punctuation is correct.]

1. The ITI’s Voluntary Product Accessibility Template

(VPAT), preferably a recent version using the WCAG version (for web-based products) or the 508 version (for other products)

2. The GSA’s OpenACR format

B. One or more URLs pointing to existing completed ACRs for the products included in this bid, and;

C. A URL to a web page which explains how to request completed ACRs for the products included in this bid.

https://wp.uthscsa.edu/purchasing/ https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=197309&p_tloc=&p_ploc=1&pg=2&p_tac=&ti=1&pt=10&ch=213&rl=37 https://www.itic.org/policy/accessibility/vpat https://gsa.github.io/openacr-editor/

5.2.3 COMPLETING A VADSIR IS OPTIONAL AND NOT REQUIRED

A completed Vendor Accessibility Dev Services Info Request (VADSIR) is required as pursuant to 1 TAC §213.38 (b), UT Health requires documentation providing credible evidence of the vendor’s capability or ability to produce EIR products and services that require any of the following services:

A. Website development services;

B. Web Application Development Services;

C. Custom development services as part of an integrated solution;

D. Client based software application development services, and/or;

E. Other software development services containing one or more user interfaces (end user, admin, etc.).

5.2.4 Proposer must have, or obtain, a TX-RAMP Level II certification from DIR (Texas Department of Information Resources) prior to contract execution.

Information on TX-RAMP can be found on the Texas DIR website at:

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp Please begin TX-RAMP Certification as soon as possible if proposer is not already certified.

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in (APPENDIX TWO), Proposer must submit a list of the exceptions. The University will not consider any modifications to the University’s Standard Terms and Conditions after submittal deadline.

Proposer may not reserve the right to further negotiate terms and conditions if selected.

All exceptions to the University’s Standard Terms and Conditions must be included at time of submission

5.3.2 By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC. Proposer may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php. The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement https://dir.texas.gov/resource-library-item/vendor-accessibility-dev-services-info-request https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=197309&p_tloc=&p_ploc=1&pg=2&p_tac=&ti=1&pt=10&ch=213&rl=37 https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=2&ch=46&rl=Y http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

5.3.3 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the “Access by Individuals with Disabilities” language that is set forth in APPENDIX FOUR, Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE

RESPONSE TO THIS QUESTION.

5.3.4 In its proposal, Proposer must respond to each item listed in APPENDIX FIVE, Electronic and Information Resources (EIR) Environment Specifications. APPENDIX FIVE will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX FIVE will be incorporated into the Agreement and will be binding on Contractor.

5.3.5 UTS165 defines “Information Resources” as any and all computer printouts, online display devices, mass storage media, and all computer-related activities involving any device capable of receiving email, browsing Web sites, or otherwise capable of receiving, storing, managing, or transmitting Data including, but not limited to, mainframes, servers, Network Infrastructure, personal computers, notebook computers, hand-held computers, personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the procedures, equipment, facilities, software, and Data that are designed, built, operated, and maintained to create, collect, record, process, store, retrieve, display, and transmit information.

5.3.6 UTS165 defines “Data” as recorded data, regardless of form or media in which it may be recorded, which constitute the original data necessary to support the business of UT System or original observations and methods of a study and the analyses of such original data that are necessary to support research activities and validate research findings.

Data includes, but is not limited to: printed records, observations and notes; electronic data; video and audio records, photographs and negatives.

5.3.7 UTHSA prefers Proposers to submit a completed Service Organization Control (SOC)

2, Type II audit with their proposal. If Proposer does not have a completed SOC 2, Type II, then Proposer will be required to complete and submit APPENDIX SIX, Information Security Initial Security Posture Assessment (ISPA). The SOC 2, Type II, or APPENDIX SIX will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX SIX will be incorporated into the Agreement and will be binding on Contractor.

http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

5.4 Scope of Work

Contractor will provide the following services to University:

The Awarded Proposer shall, with collaboration with UTHSA Web Strategy and Marketing, as well as other key Stakeholders, develop a robust and state of the art Campus Wide Digital Workplace Communication System to include, but not limited to - signage, mobile app, desk and laptop accessibility, and campus wide intranet.

5.4.1 The Proposal should provide a clear scope to include:

A. Must Have Items (ref. APPENDIX EIGHT).

1. Items listed in APPENDIX EIGHT have been identified by the developmental team that are of the highest priority for the University as part of the finished product.

B. Show Stopper Items (ref. APPENDIX NINE).

1. Items listed in APPENDIX NINE are items that have been identified by the developmental team that are items that will severally hinder the progress of the project moving forward if not part of the submitted proposal. While some of these items can be reconsidered.

C. Nice to Have Items (ref. APPENDIX TEN).

1. Items listed in APPENDIX TEN are items that have been identified by the developmental team that are not required but are items that the University would like to have as part of the finished product.

D. Detailed Quote.

1. Quote shall clearly identify items by Must Have, Nice to Have.

2. Quote shall have pricing for Initial Term of three (3) years and one

Renewal Term of two (2) years clearly separated.

5.4.2 The Awarded Proposer will be required to follow the University Identity and Brand

Standards as stated in the Institutional Handbook of Operating Policies 2.8.1 and 2.8.2 .

https://public.powerdms.com/UTHSA/documents/1590294 https://public.powerdms.com/UTHSA/tree/documents/1590309

5.4.3 The Awarded Proposer shall have a Project Management Services/Team that will be responsible for, but not limited to:

A. Assign a team with the appropriate skill sets for each content area;

B. Provide a project management tool for managing the workflow process;

C. Schedule meetings, set timelines, and manage the budget to ensure that all deadlines are met, and;

D. Provide quality assurance.

5.4.4 The Awarded Proposer will be responsible for many aspects prior to the launch of the

Digital Workplace Communications project; this will include but not limited to:

A. Concept:

1. Development:

a. Working with the assigned Development Team from UTHSA to develop a robust and state of the art working Digital Workplace Communication system that works seamlessly throughout the University;

b. Review the UTHSA’s brand guidelines and positioning materials;

c. Review source materials provided by UTHSA;

d. Brainstorm to identify potential best value savings;

e. Interview Stakeholders throughout UTHSA;

f. Document content, and;

g. Document relationship between content for use during layout.

2. Information Architecture (IA):

a. Help determine the functional content navigation to ensure the content best meets the user experience and engagement.

3. Acceptance:

a. Present final concept report and IA recommendations to

Developmental Team and Leadership;

b. Make any final edits, and;

c. Provide final information architecture.

B. Content Development:

1. Content is delivered on a custom template based on IA. These should be formatted appropriately for any required specifications:

a. Develop content that communicates in a clear, concise manner;

b. Include metadata (title, description, and keywords)

c. Include Stakeholders, Marketing Team, and Developmental

Team in the editing process.

2. Acceptance:

a. Present to Developmental Team;

b. Implement suggestions, and;

c. Final acceptance.

i. All content produced is the property of UTHSA and will not be credited when published.

C. Intranet:

When it comes to the Intranet of the Awarded Vendor – key factors that need are of importance are, but not limited to:

1. Integration with MS365 and SharePoint

2. Mobile Application ability;

3. Easy to use CMS, and Publishing for additional content (possibility);

4. Strong targeting capabilities;

5. Comprehensive Analytic Reporting;

6. Well-designed architecture, and Design Tools;

7. Innovative team;

8. New features – are common;

9. Comprehensive People Directory capabilities;

10. Robust Search Tools;

11. Non-page-based communication channels;

12. Integrated Digital Signage Capability, and;

13. Well-designed user experience.

5.5 Add or Delete Services

UTHSA is continuing to grow clinical, research, and educational services, which may require that additional service locations or facilities be added during the term of this agreement. The agreement that results from this RFP may need to be modified during its term to reflect these new locations. Proposer agrees that the University has the right to add services which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services during the effective period of the contract. The University and the Proposer, prior to modification of services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances.

SECTION FOUR

TERMS AND CONDITIONS

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

HUB SUBCONTRACTING PLAN

APPENDIX FOUR

ACCESS BY INDIVIDUAL WITH DISABILITIES

APPENDIX FIVE

ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT

SPECIFICATIONS (EIR)

APPENDIX SIX

INFORMATION SECURITY INITIAL SECURITY POSTURE ASSESSMENT (ISPA)

APPENDIX SEVEN

TX-RAMP NOTICE

APPENDIX EIGHT

MUST HAVE ITEMS

APPENDIX NINE

SHOW STOPPER ITEMS

APPENDIX TEN

NICE TO HAVE ITEMS

APPENDIX ELEVEN

POLICY DRIVEN ADOPTION FOR ACCESSIBILITY (PDAA) VENDOR

SELF- ASSESSMENT

See Attached in Bonfire