RFP - ASPEN CONSULTANT SERVICES.docx

Collaborative for Educational Services, Inc.

Request for Proposal

Aspen Consulting Services

Issue Date: August 11, 2017 Due Date: August 28, 2017

Collaborative for Educational Services (CES)

The Collaborative for Educational Services, Inc. (CES), is a Massachusetts governmental / public entity established in 1974 under Chapter 797 of the General Laws of the Commonwealth of Massachusetts and the provisions of Chapter 40, Section 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 Education (DESE), to enter into intergovernmental agreements establishing cooperative public entities referred to as education collaboratives. Each educational collaborative is legally bound in a collaborative governance structure under the Massachusetts Department of Education, Education Laws and Regulations 603 CMR 50.00, Educational Collaboratives.

Since 1974, CES has been working with schools, families, children, youth and adult learners throughout communities in the Pioneer Valley and throughout the Commonwealth to create and improve educational opportunities both in and out of the classroom. We partner with local school districts and schools to help them assess their instructional programs and create new ways to improve instruction, 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 educational leaders who want to increase their skills and opportunities by gaining an additional license or developing their skills and expertise.

For Grant and Foundation application purposes CES is also a not for profit corporation under the laws in the Commonwealth of Massachusetts and is exempt from federal and state taxes under Section 501( c ) 3 of the IRS Code.

Current Solution — Status, Practices, and Challenges CES provides educational services across a variety of educational and institutional settings. Each “school” area has its own unique reporting requirements due to multiple reporting requirements across MA. CES has adopted Aspen as our student information systems, yet each school requires specialized development to allow Aspen to meet each area's needs for reporting. Consultant will need to assist with problem resolution, develop functions within the system, clearly communicate with a variety of stakeholders, develop user guides and train staff upon request.

Scope of Services CES is seeking proposals from competing vendors for the services listed and defined in this RFP.

CES is considering the following implementation option;

1) Aspen Consulting Services up to 1000 hours annually

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

RFP Process Submission of RFP:

Responses to this Invitation for Bids must be submitted as a sealed document, provided in hardcopy form (U.S. mail or other method) to arrive no later than 5:00 pm on August 28, 2017. CES may reject proposals received after this time.

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

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

Questions regarding the content of the RFP:

Questions regarding the content of the RFP should be submit via email to tsenio@collaborative.org and ssmith@collaborative.org, subject line “ASPEN CONSULTING RFP” through August 21, 2017.

CES may reject responding to questions after this time.

All vendors’ questions regarding the content of the RFP should direct via email to:

Contact: Terry Senio and Sherry Smith Position: SEIS Contract Administrator and Director of Special Education E-mail tsenio@collaborative.org and ssmith@collaborative.org

Any oral communications with CES will be considered unofficial and non-binding. Vendors should rely only on written statements and electronic communications issued by the RFP contacts named above.

RFP Standards and Format Proposal Format Proposals should provide a forthright and concise description of vendor capabilities to satisfy stated requirements. Avoid special formatting, color ornamentation, and promotional materials. Focus on clear, concise content organized as follows:

Section 1 – General Information A) Company Overview B) Three References C) Copy of your standard Service Agreement D) Any additional items (awards, financial statements, etc.) vendor would like to include as consideration.

E) Response to Questions

Section 2 – CES Aspen Consulting Services A) Response to Questions

Section 3 – Cost of Services A) CES Aspen Consulting Services Financial Bid including on-going costs and implementation costs Section 1 – General Information A) Company Overview The vendor should describe how long they have been in business; the types of customers they service; types of services; ability to secure data; customer service capabilities; access and support; and scalability of products; expertise in implantation; and any other relevant information regarding the vendor.

B) 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, implementation start and end dates, and products and services provided.

C) Standard Service Agreement Please attach a copy of vendor’s standard service agreement. Services will be performed only in accordance with mutually agreed contract terms and conditions negotiated upon selection.

D) Additional Items Any additional items (awards, financial statements, etc.) vendor would like to include as consideration. Please attach a copy of vendor’s standard service agreement.

E) Response to questions Vendors must complete the questionnaire relating to Aspen java development to indicate their ability to meet the requirements. Any vendor that cannot meet requirements listed in the questionnaire must explicitly state such in its response. If no restrictions or exceptions are presented, CES will assume that the vendor can provide full capabilities described in the questionnaire. The roles of any third-party vendors necessary to deliver requested services should be explained in the appropriate sections.

Section 2 – Aspen Consulting Services

A) Response to questions Vendors must complete the questionnaire relating to Aspen Consulting Services to indicate their ability to meet the requirements. Any vendor that cannot meet requirements listed in the questionnaire must explicitly state such in its response. If no restrictions or exceptions are presented, CES will assume that the vendor can provide full capabilities described in the questionnaire. The roles of any third-party vendors necessary to deliver requested services should be explained in the appropriate sections.

Section 3 - Cost of Services Please provide a sealed quote for; CES Aspen Consulting Services with detail as follows;

Pricing should include detail for any:

· Software

· Services

· Maintenance

· Installation

· Training

· Other required items

Pricing must identify the total for:

· One-time/initial costs

· Annual recurring costs

Pricing must state if scalable to volume.

Proposal Selection Criteria:

15 Points Highly Advantages 10 Points Advantages 5 Points Not Advantages 0 Points Unacceptable

Section 1 – General Information

Unable to provide a written standard agreement

Additional Information

Section 2 – Aspen Consulting Services

Section 3 Cost of Service

Request for Proposal: Aspen Consulting Services

Instructions

For any questions associated with functionality that is not available, please respond with N/A. Do not leave any question response fields blank.

Section 1 - General Information A. Specific Questions;

a. Company Overview and length of time in business.

b. References; please provide three.

c. Please attach standard Agreements.

B. General Information Questions;

a. Overall approach to project development and implementation philosophy

b. Describe the typical implementation approach for a client similar to CES

c. Overall timeframe and key project milestones

d. Explain your ability to customize training for our particular needs.

e. Describe any other implementation or support services that your company typically provides and/or that may set it apart from other vendors.

f. What is your process for moving implementation to customer maintenance?

g. What is your company's commitment to ongoing and turnover-based training needs?

h. What backup and disaster recovery methodologies will you employ to protect our organization?

Section 2 – CES Aspen Consulting

A. General Product Overview

a. Please give an overview of your java development capabilities.

B. Functionality of Development

a. Describe your functionality process.

b. How are electronic signatures handled?

c. What training is provided for staff?

d. Describe the reporting capabilities.

e. Can reports be sent automatically? How?

Section 3 – Cost of Services

a. Provide cost structure for CES Aspen Consulting

b. For how long will costs be valid?

CERTIFICATION OF RESPONSE

By submitting this response, the potential contractor certifies the following:

· This response is signed by an authorized representative 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 information 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 certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of individual submitting bid or proposal

Name of business

TAX COMPLIANCE CERTIFICATE

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Signature of person submitting bid or proposal

Name of business