RFP 001-23 Addendum 1

1058 Fifth Avenue, Jonesboro, Georgia 30236 (770) 473-2700

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 1

RFP 001-23 Website Hosting, Message Notification and Mobile App

Services Solicitation Released: September 2, 2022

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this

RFP. The questions and their resulting answers are attached hereto.

2. The Pre-Proposal Conference Agenda and Sign-in Sheet pertaining to this RFP is attached hereto as Exhibit 1.

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

Clayton County Public Schools

Division of Business Services

DocuSign Envelope ID: 5C0CEE50-9E6C-4A3A-B106-4A9B120B59D0

September 27, 2022 | 4:33:11 PM EDT

QUESTION 1: Will these presentations be in person or virtual?

ANSWER The interview presentations will be virtual via Zoom.

QUESTION 2: 2a. Are we to address/provide an answer for each individual requirement in Attachment A (Scope of Services and Specifications)? 2b. If so, how do we submit this Attachment? 2c. Will there be a place in Bonfire to upload our response to these specifications, or are we to include Attachment A in our Technical Response?

ANSWER 2a. No. Attachment A, Scope of Services and Specifications, is for review purposes only. 2b. Attachment A does not need to be submitted. 2c. No, there is not a space in Bonfire to upload Attachment A and it does not need to be uploaded in the Technical Response.

QUESTION 3: Point 9.2.5 (Experience & Performance on Other Projects), falls under

"Contents of Technical Proposal," and for its subpoint 9.2.5.1, you say to include 4 references. However, references are to be provided using the References & Release Form, which is uploaded separately in Bonfire. Are you wanting references submitted by both uploading them to Bonfire & including them in the Technical Response or just one or the other?

ANSWER 9.2.5 should be addressed in the Technical Rroposal. 9.2.5.1 is requesting the four (4) references on the Reference and Release Form to be uploaded in Bonfire.

QUESTION 4: 4a. Is Attachment C (Draft Agreement) required to be signed and submitted in our response? 4b. If so, is there a space in Bonfire to upload this or is it to be included in our Technical Response?

ANSWER 4a. No, Attachment C does not have to be signed and uploaded in

Bonfire. It is for review purposes only. 4b. No, there is not a space in Bonfire to upload Attachment C.

QUESTION 5: 5a. Can you provide more details about the Intranet requirements

(9.2.4.29) 5b. What functions are you looking for (i.e.: message boards)

ANSWER 5a. The Proponent must meet the requirements of providing a secure Intranet that requires employee login and that can be accessed within the CCPS network. CCPS is open to evaluating features that each Proponent can provide to make the employee user experience better. 5b. Some examples may include functions such as but not limited to: knowledge management capabilities (i.e., documents and files, knowledge-based articles, videos, events, processes, etc.), communication and collaboration capabilities (i.e., blog posts, message boards, RSS feeds, etc.), integration with various business applications to support data visualization, data management, reporting, etc.).

QUESTION 6: 6a. What server/hosting do Clayton County currently use for website and mobile app? 6b. Are they currently separate hosting platforms?

ANSWER 6a. The current vendor provides both web hosting services and mobile app services. 6b. No. They are not separate hosting platforms.

QUESTION 7: 7a. Does Clayton County want a new app or the current app redesigned? 7b. What language is the app currently in? b. Will the awarded vendor have access to the current code in the mobile app?

ANSWER 7a. CCPS currently uses a vendor mobile app and the awarded vendor must be able to provide a mobile application solution that meets the RFP requirements. 7b. The current language is English.

No. The current code for the existing mobile application will not be available.

QUESTION 8: Does the district’s Student Information System, Learning Management

System (LMS), and enterprise Resource Planning System (ERP) have their own APIs or does the vendor need to create the connections?

ANSWER It is the expectation that all vendors have their own API connections. The district’s current Student Information system offers API credentials. The Learning Management System offers vendors the opportunity to connect via LTI. For our Enterprise Resource Planning System, the vendor would need to have their own API connection.

QUESTION 9: Would there be multiple domains for school sites, or the branding would change and sites would be published to subdomains

ANSWER Yes. Each school will have their own domain/subdomain.

QUESTION 10: For intranet should the site only work within the network, does the network have static IP settings?

ANSWER Yes, the Intranet should work within the CCPS network. A static IP address can be issued.

QUESTION 11: Do we need a toll-free number as well to handle the SMS and voice messages?

ANSWER The current notification system uses local numbers for return responses. The district account has used the district’s main number and school accounts have used the school’s main number.

QUESTION 12: Will the mobile app consists of only the listed feature in point 3 of the scope of work or should copy the feature from the website?

ANSWER At a minimum, it should fulfill the Scope of Services and

Specifications as listed in section 3, Message Notification and Mobile App, of the RFP. Proponents are encouraged to provide insight into all available features and services their mobile application can provide.

QUESTION 13: 13a. Do we have an existing app for the county, if yes what it is? 13b.

and is it available on both Android and ios platforms, whose all features need to be included?

ANSWER 13a. Yes. The current vendor provides mobile application and supporting services. 13b. It is available on both iOS and Android platforms. Proponents are expected to provide, at minimum, the requirements listed in the Scope of Services and Specifications.

QUESTION 14: Do we need all features available on the existing website or need to exclude a few?

ANSWER All current features will need to remain.

QUESTION 15: Please confirm it’s you think it’s OK the new website, being 100% mobile-friendly, can replace the mobile app

ANSWER CCPS is open to all features and functionality Proponents can provide as long as the minimum requirements listed in the Scope of Services and Specifications are met.

QUESTION 16: For the templates for the 69 schools in the district, how many pages would we be creating for those templates?

ANSWER Typically, CCPS school sites have a standard of 11 pages with subpages added. Flexibility is needed in the number of pages on the templates.

QUESTION 17: 17a. Is it possible certain schools would require pages that other schools wouldn’t need? 17b. Can you give us examples of those pages?

ANSWER 17a. Yes, it is possible that certain schools would require pages that other schools wouldn’t need. 17b. For example, our elementary schools may not need a sports page but our middle and high school sites will.

QUESTION 18: Is each school, and the district itself, responsible for developing their own content?

ANSWER Yes. Each school site/ department is responsible for developing and managing their own content.

QUESTION 19: Would you want us to populate every page in each template for each school or provide instructions for the schools to do that?

ANSWER Training and support services will be required so that schools and departments can populate their respective pages. Also, vendor assistance is needed in transferring the existing content to the new site.

QUESTION 20: Which social media feeds are to appear on the new website?

ANSWER The social media feeds that need to appear are Twitter, Facebook and YouTube. These are the three that currently appear on our website.

QUESTION 21: Do each of the 69 schools have their own social media feeds, that are separate than the main website, that need to be on their sites?

ANSWER Yes. Most of the schools have their own social media feeds.

QUESTION 22: Are the social media feeds that are to appear on each of the 69 school sites the major social media platforms?

ANSWER Yes. The major social media platforms are Facebook, Instagram, Twitter, and YouTube.

QUESTION 23: Will each school be responsible for updating their own websites or do we need to include updating 70 websites in our proposal?

ANSWER Yes. Each school has an assigned staff member(s) that is responsible for update their school’s website. However, training and support services are required so that schools and departments can populate their respective pages. Also, Vendor assistance is needed in transferring the existing content to the new site.

QUESTION 24: Will each school need the ability to send their own text message notifications?

ANSWER Yes.

QUESTION 25: Would it be realistic to continue to use the existing text message notification system?

ANSWER The text messaging application on the current notification system has not been activated by choice.

QUESTION 26: What native apps are currently being used on the district’s mobile app?

(We want to determine if those items can be replicated on the new website.)

ANSWER There are no native apps on the current mobile app. All

Proponents are encouraged to present features and functionalities that would benefit/meet our needs.

QUESTION 27: Will each school need its own contact form going to a unique email address at that school?

ANSWER Yes. Each school site/ department will need the ability to a direct template and custom forms unique to the email addresses.

QUESTION 28: Confirm the domain structure for the main district site, and an example of one of the school’s websites

ANSWER District site: https://www.clayton.k12.ga.us/ School Site: https://099.clayton.k12.ga.us/

QUESTION 29: Are there form(s) on the current website. Please send us the links to each of those forms so we can see how involved they are.

ANSWER Yes. CCPS currently has forms located on the website. These are typically hyperlinked on a webpage. Here is an example:

https://www.clayton.k12.ga.us/departments/athletics/forms

QUESTION 30: Whether companies from Outside USA can apply for this?

(like from India or Canada)

ANSWER All Proponents should have offices based in the United States.

QUESTION 31: Whether we need to come over there for meetings?

ANSWER CCPS has the capacity to host virtual meetings. However, the awarded vendor must have the ability to meet onsite if needed to ensure successful implementation.

QUESTION 32: Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

ANSWER All Proponents should have offices based in the United States.

QUESTION 33: Can we submit the proposals via email?

https://www.clayton.k12.ga.us/ https://099.clayton.k12.ga.us/ https://www.clayton.k12.ga.us/departments/athletics/forms

ANSWER No. Proposals must be submitted through CCPS Bonfire e-Portal:

https://claytonk12ga.bonfirehub.com/opportunities/74291.

QUESTION 34: Do you have a list of prime contractors that are expected to bid on this project?

ANSWER No.

QUESTION 35: Is there a ballpark budget for this project?

ANSWER That information will not be provided.

QUESTION 36: What is your measure of success for this project?

ANSWER Success factors include the ability for the vendor to meet all requirements as outlined in the RFP within the specified timeline.

Additionally, it is important that success includes the following:

● Project Management and efficient transitional support services throughout the lifecycle of the implementation.

● Website

○ clear end-to-end deployment process, robust quality assurance check, 99.999% uptime, secure cloud-based hosting, responsive, reliable and consistent support services, integrated accessibility tools (checker, alt text, video caption, etc.), easy-to-use CMS system with integrated SEO tools/options, fulfillment of scope of work, variety of page layouts, mass notifications, language translation, password-protected portal for employees

● Mobile App

○ intuitive interface, website integration, push notifications, secure logins, custom branding, available on ios & android, mass notifications, language translation

● Telephone/Email Notification/Messaging System

○ simple, step-by-step operation, telephone, email, and text communication capability, flexible and sustainable, specialize list build capability, integrated text (word processing) application, mobile app integration, language translation (specifically Spanish and Vietnamese), fluid integration with the district’s ERP, SIS, and LMS systems, ability to produce a variety of easy to access reports, unlimited 24/7 technical support, comprehensive training w/easy-to-use supporting documents.

QUESTION 37: What is your budget for this project?

ANSWER That information will not be provided.

QUESTION 38: Are you looking for a bespoke solution or a proven off-the-shelf solution?

ANSWER CCPS is looking for solutions that meet the requirements as outlined in the RFP within the allotted implementation timeline.

CCPS is open to evaluating additional features and functionality that the vendor provides. Having a system that can be tailored to the district’s specific needs would be the optimum.

Foundationally, the solution must be proven and practical, flexible, supports ease of use, well supported and sustainable for the district.

RFP 001-23

WEBSITE HOSTING, MESSAGE NOTIFICATION AND MOBILE APP SERVICES

PRE-PROPOSAL CONFERENCE MEETING

September 14, 2022 at 11:00 A.M.

Zoom Information:

Zoom ID #998 2931 5423

Agenda

1. Opening Remarks Jenel McMillian Procurement Specialist, Purchasing

Introduction of CCPS Staff Purpose of the Meeting Procurement Process Required Forms Submission of Written Questions

2. Overview and Scope of Work Yashica Doyle Senior Manager, Technology

3. Questions and Answers Jenel McMillian/ Yashica Doyle

4. Conclusion and Adjournment Jenel McMillian

Responses to this RFP will be received by Clayton County Public Schools (CCPS) e-Procurement Bonfire Portal at https://claytonk12ga.bonfirehub.com/opportunities/66812 until 3:00 P.M., Eastern Standard Time (EST) on Tuesday, October 4, 2022.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Wednesday, September 21, 2022. Submit questions to: purchasing@clayton.k12.ga.us. All replies will be made in writing via an addendum to the CCPS website and Bonfire Portal. Oral responses are not authoritative.

It shall be the responsibility of each Proponent to monitor the website or portal to obtain a copy of any addendum issued for this RFP.

EXHIBIT 1DocuSign Envelope ID: 5C0CEE50-9E6C-4A3A-B106-4A9B120B59D0 https://claytonk12ga.bonfirehub.com/opportunities/66812 mailto:purchasing@clayton.k12.ga.us

PRE-PROPOSAL CONFERENCE MEETING

September 14, 2022 at 11:00 A.M.

Zoom Information:

Zoom ID #998 2931 5423

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: ____________________________Title:_______________________________

Company/Firm:________________________________________________________

Email Address:________________________________________________________

*Attendees will be permitted to ask questions during the pre-proposal conference call, however, any oral responses to questions are not authoritative and may not be relied upon for any matter.

It shall be the responsibility of each Proponent to monitor the CCPS website and obtain a copy of any addendum issued for this RFP. Please do not contact the end user department for questions.

PRE-PROPOSAL CONFERENCE CALL

Attendance Sheet

Name Title Company Name Contact Information

Yashica Doyle Senior Manager, Technology CCPS 770-473-2772

Erica Vazquez Business Analyst, Technology CCPS 770-473-2772

Kiah Smith Digital Content Specialist CCPS 770-473-2747

Jada Dawkins Chief Communications Officer CCPS 770-473-2747

Jenel McMillian Procurement Specialist CCPS 678-479-4505 ext. 160304

Rod Smith Chief of Technology CCPS 678-473-2772

Charles White Communications Coordinator CCPS 770-473-2747

Rebecca Perrin Proposal Writer Intrado Interactive Services Corporation 437-282-1222

Eric Lien Program Manager CRANK Marketing Group, LLC 843-782-3836

Cynthia Newman CEO CRANK Marketing Group, LLC 843-782-3839

Jazmyne Green CEO I AM Visual Tech, Inc. 727-308-1346

Ahmed Aalen President/CEO AG360 Consulting INC 678-561-4542

Katie Cooper RFP Project Coordinator Apptegy, Inc. 501-230-4569

PRE-PROPOSAL CONFERENCE CALL

Attendance Sheet

Name Title Company Name Contact Information

Kristin Eckels Account Executive Sales & Marketing Blackboard 704-773-7295