IFB - ASPEN CONSULTANT SERVICES.pdf

Collabora�ve for Educa�onal Services, Inc.

Invita�on for Bids (IFB)

Aspen Consultant

Issue Date: September 13th, 2017 Due Date: September 27th, 2017

Collaborative for Educational Services (CES)

The Collabora�ve for Educa�onal Services, Inc. (CES), is a Massachuse�s governmental / public en�ty established in 1974 under Chapter 797 of the General Laws of the Commonwealth of Massachuse�s and the provisions of Chapter 40, Sec�on 4E and amended under Chapter 43 of the Acts of 2012, allowing school districts, with the approval of the Commonwealth’s Department of Elementary and Secondary Educa�on (DESE), to enter into intergovernmental agreements establishing coopera�ve public en��es referred to as educa�on collabora�ves. Each educa�onal collabora�ve is legally bound in a collabora�ve governance structure under the Massachuse�s Department of Educa�on, Educa�on Laws and Regula�ons 603 CMR 50.00, Educa�onal Collabora�ves.

Since 1974, CES has been working with schools, families, children, youth and adult learners throughout communi�es in the Pioneer Valley and throughout the Commonwealth to create and improve educa�onal opportuni�es both in and out of the classroom. We partner with local school districts and schools to help them assess their instruc�onal programs and create new ways to improve instruc�on, student learning and achievement. We train teachers who are seeking licensure in order to gain entry into the teaching field as well as teachers, administrators and educa�onal leaders who want to increase their skills and opportuni�es by gaining an addi�onal license or developing their skills and exper�se.

For Grant and Founda�on applica�on purposes CES is also a not for profit corpora�on under the laws in the Commonwealth of Massachuse�s and is exempt from federal and state taxes under Sec�on 501( c ) 3 of the IRS Code.

Current Solution — Status, Practices, and Challenges

CES provides educa�onal services across a variety of educa�onal and ins�tu�onal se�ngs.

Each “school” area has its own unique repor�ng requirements due to mul�ple repor�ng requirements across MA. CES has adopted Aspen as our student informa�on system, yet each school requires specialized development to allow Aspen to meet each area's needs for repor�ng and data management. Consultant will need to assist with problem resolu�on, develop func�ons within the system using Java and Aspen tools, clearly communicate with a variety of stakeholders, develop user guides and train staff upon request.

Scope of Services

CES is seeking proposals from vendors for the services listed and defined in this IFB, including but not limited to the following:

- Develop, maintain and troubleshoot custom workflows, such as for incident repor�ng, student discipline and submission of electronic forms.

- Develop custom reports to fit the unique needs of each school se�ng.

- Write procedures to address system efficiency needs; for example, uploading of files to the Aspen Documents sec�on.

- Develop data imports for interfacing with diverse external data systems.

- Create complex and flexible school schedules in Aspen.

- Design custom forms involving data valida�on rules.

- Create dynamic alerts and no�fica�ons.

Contract Terms and Conditions:

CES is considering the following implementa�on op�on:

1) Aspen Consul�ng Services up to 1000 hours annually. No minimum number of service hours promised.

2) Contract will be awarded for two years with a one year op�on to renew.

3) Cost will be constant for the ini�al 2-year contract period. If the contract is renewed for a 3rd year, cost may be nego�ated for the 3rd year.

Bid Submission Requirements:

Submission of IFB Responses to this Invita�on for Bids must be submi�ed as a sealed document, provided in hardcopy form (U.S. mail or other method) to arrive no later than 2:00 pm on September 27th, 2017. CES may reject proposals received a�er this �me. Your IFB response must include signed copies of the enclosed Cer�fica�on of Response Form and Non-Collusion Form and Tax Compliance Form.

All vendor requests for copies of the IFB and sealed submission of completed IFB should be directed to:

Rebecca Lincoln Chief Procurement Officer 97 Hawley Street Northampton, MA 01060 Phone: 413-588-5575 Email: rlincoln@collabora�ve.org

Ques�ons Ques�ons regarding the content of the IFB should be submi�ed via email to: Heidi Cahoon-McEwen, SEIS Contract Administrator, hcahoonmcewen @collabora�ve.org and Sherry Smith, Director of Special Educa�on, ssmith@collabora�ve.org with the subject line “ASPEN CONSULTANT IFB” through September 20th, 2017. CES may decline to respond to ques�ons a�er this �me.

Any oral communica�ons with CES will be considered unofficial and non-binding.

Vendors should rely only on wri�en statements and electronic communica�ons issued by the IFB contacts named above.

Time for Award CES reserves a maximum of two weeks to award a contract.

How to Correct, Modify or Withdraw bids If you wish to correct, modify or withdraw your bid, you must submit in wri�ng and deliver in a sealed envelope to Rebecca Lincoln 9:00 am on September 28th, 2017.

Format of IFP Proposals should provide a forthright and concise descrip�on of vendor capabili�es to sa�sfy stated requirements. Avoid special forma�ng, color ornamenta�on, and promo�onal materials. Focus on clear, concise content organized as follows:

A) Company Overview B) Aspen Experience C) Java Programming Skills D) Special Educa�on Experience E) Project Management mailto:rlincoln@collaborative.org mailto:tsenio@collaborative.org mailto:ssmith@collaborative.org

F) References G) Standard Agreement H) Ini�al Cost for first 2-year period

A. Company Overview Describe how long you have been in business; the types of customers you service; types of services; ability to secure data; customer service capabili�es; access and support; and scalability of products; exper�se in implementa�on; and any other relevant informa�on regarding the vendor.

B. Aspen Experience Please describe the quality and quan�ty of your experience administering the Aspen Student Informa�on System.

C. Java Programming Skills Please give an overview of your Java development capabili�es.

D. Special Educa�on Experience Please describe any experience working with stakeholders in Special Educa�on se�ngs.

E. Project Management Describe your company’s overall approach to project development and implementa�on.

Describe the typical implementa�on approach for a client similar to CES. Explain your ability to customize training for our par�cular needs. Describe any other implementa�on or support services that your company typically provides and/or that may set it apart from other vendors.

F. References The vendor should provide no fewer than three (3) references from clients of similar size and type that have been customers over the past two years. For each reference indicate a contact person, telephone number, email address, implementa�on start and end dates, and products and services provided.

G. Standard Agreement Please a�ach a copy of vendor’s standard service agreement. Services will be performed only in accordance with mutually agreed contract terms and condi�ons nego�ated upon selec�on.

H. Ini�al Cost for first 2-year period Provide and hourly cost for CES Aspen Consul�ng.

Evaluation Criteria:

Meets criteria Does not meet criteria

Company Overview Has been in business longer than 1 year.

Has been in business less than 1 year.

Aspen Experience Has at least 2 years of experience working with the Aspen student informa�on system.

Has less than 2 years of experience working with the Aspen student informa�on system.

Java Skills Is able to write custom Java code to develop new procedures, calculated procedures, analy�cs, workflows and reports in Aspen.

Is not able to write custom Java code to develop new procedures, calculated procedures, analy�cs, workflows and reports in Aspen.

Special Education Experience

Has experience working with Special Educa�on se�ngs.

Does not have experience working with Special Educa�on se�ngs.

Project Management

Provides at least one example of previous successful project management and implementa�on experiences.

Does not provide at least one example of previous successful project management and implementa�on experiences.

References Able to provide 3 references. Not able to provide 3 references.

Standard Agreement

Able to provide wri�en standard agreement

Not able to provide wri�en standard agreement.

Lowest Initial Cost Represents the lowest cost for the ini�al 2-year period.

Does not represent the lowest cost for the ini�al 2-year period.

Rule for award:

The contract will be awarded to the responsive and responsible bidder offering the lowest price for the services specified in the IFB for the initial 2 year term.

CERTIFICATION OF RESPONSE

By submi�ng this response, the poten�al contractor cer�fies the following:

● This response is signed by an authorized representa�ve of the firm.

● The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost.

● All labor costs, direct and indirect, have been determined and included in the proposed cost.

● That all informa�on provided in the Response is factual and verifiable.

BUSINESS NAME:

ADDRESS:

CITY, STATE, ZIP:

TELEPHONE NUMBER:

FEDERAL EMPLOYER IDENTIFICATION NUMBER:

E-MAIL:

Will any of the work under this contract be performed outside the United States?

(If yes, describe in an addendum to response.)

Will any of the work under this contract be outsourced to a third party?

(If yes, describe in an addendum to response.)

BY: TITLE: DATE:

Typed or Printed Name

CERTIFICATE OF NON-COLLUSION

The undersigned cer�fies under penal�es of perjury that this bid or proposal has been made and submi�ed in good faith and without collusion or fraud with any other person. As used in this cer�fica�on, the word "person" shall mean any natural person, business, partnership, corpora�on, union, commi�ee, club, or other organiza�on, en�ty, or group of individuals.

Signature of individual submi�ng bid or proposal

Name of business

TAX COMPLIANCE CERTIFICATE

Pursuant to M.G.L. c. 62C, §49A, I cer�fy under the penal�es of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth rela�ng to taxes, repor�ng of employees and contractors, and withholding and remi�ng child support.

Signature of person submi�ng bid or proposal

Name of business