USNH Request for Proposal 212027983.pdf

Request for Proposal RFP No. 212027983

Academic Video Management Solution For the

University System of New Hampshire

Issue Date: 08/13/26

TABLE OF CONTENTS

1. INTRODUCTION

1.1. Purpose

1.2. About the RFP

1.3. About USNH

2. RFP PROCESS

2.1. Key Event Dates

2.2. General Instructions

2.3. Informational Meetings

2.4. Firm Questions

2.5. Proposal Format

2.6. Addenda

2.7. Bid Opening

3. EVALUATION

3.1. Evaluation Committee

3.2. Evaluation Criteria

3.3. Public Records: Applicability of the New Hampshire Right to Know Law, RSA 91-A

3.4. Solicitation Results

4. ADDITIONAL INFORMATION

4.1. Term

4.2. Insurance Requirements

4.3. Agreement/University’s Standard Terms and Conditions

4.4. UNH’s Rights and Responsibilities

4.5. Firm’s Rights and Responsibilities

4.6. Rights Afforded to Both Parties

4.7. Mediation

ISSUE DATE: 08/13/26

RFP No. 212027983

RFP COORDINATOR: Anthony Bellio USNH Procurement Services 28 College Drive, Farnum Hall Concord, NH 03301 E-mail: Anthony.Bellio@usnh.edu

1. INTRODUCTION

1.1. Purpose

The University System of New Hampshire (hereafter referred to as USNH or Owner) is requesting proposals from qualified Firms that can provide an enterprise video management, hosting, streaming, and lecture capture solution integrated with the Canvas Learning Management System (LMS) at each of its campuses comprised of Keene State College (KSC), Plymouth State University (PSU), and the University of New Hampshire (UNH).

1.2. About the RFP

The University System of New Hampshire is requesting proposals for an enterprise video management and streaming platform that will support current and future business needs.

USNH currently utilizes Kaltura and has established significant content libraries, integrations, workflows, and user adoption within the platform. Through this RFP process, we intend to evaluate the incumbent solution alongside other strong Higher Ed solutions to determine the best overall value and strategic fit.

Key considerations include functionality, user experience, security, accessibility, analytics, scalability, integration capabilities, vendor support, innovation roadmap, total cost of ownership, and the ability to minimize operational disruption and migration or transition risk.

USNH anticipates completing implementation, continuation, migration, validation, training, and deployment activities, as applicable to the proposed solution, according to the following required project milestones:

• Migration or validation of the existing environment, including any necessary remediation, must be substantially completed by April 1, 2027, as applicable to the proposed solution.

• If a replacement solution is selected, the solution must be fully operational and ready for production use no later than May 1, 2027.

• If the incumbent solution is selected, the Offeror must ensure uninterrupted service through the expiration of the current agreement and the commencement of the resulting contract.

• IT, administrator, and technical support personnel training must be completed no later than May 1, 2027.

• End-user training must be completed no later than June 1, 2027.

Offerors must identify whether they can meet each required milestone and provide a proposed schedule appropriate to their proposed solution. The schedule must describe all applicable implementation, continuation, migration, validation, remediation, testing, training, deployment, and transition activities. Offerors must also identify the assumptions, dependencies, required USNH resources, and other factors that could affect timely completion. If a listed activity is not applicable, the Offeror must explain why and describe the alternative activities it will perform to satisfy the associated milestone and readiness requirements.

Primary Objectives

• Provide a centralized enterprise platform for video management, hosting, streaming, storage, and content lifecycle management.

• Provide configurable options for content retention and archival requirements.

• Improve scalability, performance, and administrative efficiency.

• Support accessibility and applicable ADA Title II requirements.

• Reduce total cost of ownership and achieve market-competitive pricing.

• Select a platform with a strong product roadmap and a supplier that understands the needs of higher education.

• Receive responsive, hands-on customer support, guidance, and ongoing customer care tailored to

USNH’s needs.

Scope of Work

The selected firm will provide an enterprise video management, hosting, streaming, and lecture capture solution for USNH. The scope includes:

• Platform licensing, configuration, and implementation or transition activities, as applicable

• Integration with Canvas and other required USNH systems

• Migration or validation of the existing environment, including any necessary remediation, substantially completed by April 1, 2027, as applicable to the proposed solution.

• Testing, deployment, and production go-live support, as applicable, with any replacement solution fully operational and ready for production use no later than May 1, 2027

• If the incumbent solution is selected, continued production-readiness and service-continuity support, with uninterrupted service through the expiration of the current agreement and commencement of the resulting contract

• Resolution of migration or validation exceptions and completion of any required incremental, final, or remediation activities according to the approved implementation or continuation plan.

• IT, administrator, and technical support personnel training and documentation, including implementation training, refresher training, and training related to new or changed functionality, as applicable, with such training completed sufficiently in advance to support operational readiness, but no later than May 1, 2027

• End-user training and documentation for faculty, staff, and other designated users, including implementation training, refresher training, and training related to new or changed functionality, as applicable, with training completed no later than June 1, 2027

• Ongoing hosting, maintenance, technical support, and customer success services

• Content lifecycle, retention, and transition guidance

The selected Firm will work collaboratively with USNH to develop and execute a detailed implementation, continuation, migration, validation, remediation, testing, training, deployment, and transition plan, as applicable to the proposed solution, that supports all required milestone dates.

Core Requirements

The proposed solution must support the following core capabilities. Offerors must clearly identify any capability that is not standard functionality, requires customization or a third-party solution, is subject to additional fees, or is not currently available.

1. Accessibility, Captioning, and Translation

• Automated captioning

• Human captioning services

• Integrated caption editor

• Caption and transcript translation

• Audio descriptions

• Alignment with WCAG and Section 508 standards

• Screen-reader compatibility

• On-screen closed captions and subtitles

• Searchable transcript widget for audio and video

• Keyboard-accessible and accessibility-friendly player controls

2. Analytics and Reporting

• Audience engagement dashboards

• Viewer drop-off and minutes-viewed reporting

• Enterprise-level and user-level analytics

• Detailed content, viewing, usage, storage, and bandwidth analytics

3. Identity, Access, and Security

• Role-based access controls

• Administrative and user activity auditing

• Single sign-on

• Secure HTTPS streaming

• Digital rights management options

• Domain-based playback and embedding restrictions

4. Capture, Recording, and Editing

• Screen, webcam, and audio capture

• Browser-based trimming, clipping, and splicing

• Thumbnail editing

• Classroom recording compatible with existing classroom equipment

• Offline recording

• Recording recovery and re-upload following a failure

• Local storage of recorded media

• Mobile recording and upload capabilities

5. Interactive Video and Learning Tools

• Video quiz creation, editing, and reporting

• Video chapters

• Interactive hotspots

• Branching or interactive video pathways

6. LMS and Third-Party Integrations

• Deep LMS integration using current LTI standards

• Canvas LMS compatibility

• YouTube integration

• Microsoft Teams and OneDrive integration

7. Media Player and Distribution

• HTML5 media player

• Mobile-responsive playback

• Custom branding

• Adaptive bitrate streaming

• External website embed codes

• Player plug-ins or extensibility options

• Custom domain support, such as media.unh.edu

8. Content Upload, Storage, and Management

• Video upload and storage

• Audio upload and storage

• Image asset upload and storage

• Source media download

• Administrative upload and download capabilities

• Bulk media ingestion

• Support for commonly used media formats

• Automatic transcoding

• Recycle bin and deleted-content recovery

• Clearly defined storage and bandwidth limits

• Configurable content-retention policies

9. Content Organization and Discovery

• Folder-based content organization

• Custom metadata fields

• Categories

• Playlists

• Search across metadata, captions, and transcripts

• Shared repositories

• Individual user media libraries, such as “My Media”

• Public-facing media repositories

10. Administration, APIs, and Architecture

• Centralized administrative interface for managing content, users, permissions, and settings

• Administrative APIs

• Developer documentation

• SaaS video cloud deployment

• CDN and eCDN options

• Scalability for University System-wide use

• Reliable performance across devices, browsers, and network conditions

11. Implementation, Support, and Training

• 24x7 vendor support options

• Defined service-level agreements

• Documented ticketing and escalation procedures

• Knowledge base for administrators, faculty, staff, and students

• Training and onboarding materials

• Migration, validation, remediation, and transition tools and assistance, as applicable

• Content lifecycle and retention guidance

• Detailed implementation, continuation, migration, validation, remediation, testing, training, deployment, and transition plan, as applicable

• Ability to meet all required project milestones

• Identification of schedule assumptions, dependencies, risks, and required USNH resources

• Production-readiness and post-launch support

12. Data Ownership and Exit Rights

• USNH ownership of all media, metadata, captions, transcripts, and usage data

• Bulk export of content and associated data in commonly usable formats

• Reasonable transition assistance and fully disclosed export or data-egress fees upon contract expiration or termination

1.3. About USNH

The University System of New Hampshire is the largest provider of postsecondary education in the Granite State. With approximately 32,000 enrolled students annually and more than 90,000 alumni living in state, the institutions of the University System - the University of New Hampshire - Durham, the University of New Hampshire School of Law, the University of New Hampshire at Manchester, Plymouth State University, and Keene State College - have a direct impact on hundreds of thousands of New Hampshire citizens every year.

In concert with our commitment to teaching, our community outreach and service programs expand knowledge and have a positive impact on the state, and our research efforts add insight and understanding to subjects as varied as air quality, economic development, family health, teacher training, and ocean mapping.

It is the expectation that the pricing and terms provided in any proposal and the resulting agreement is available to all institutions and affiliates of the University System of New Hampshire.

Please visit the following links for detailed information relative to all University System of New Hampshire institutions:

University System of New Hampshire Keene State College Plymouth State University University of New Hampshire

2. RFP PROCESS

2.1. Key Event Dates

The key dates for the RFP process are currently as follows:

https://www.usnh.edu/ https://www.keene.edu/ https://www.plymouth.edu/ https://www.unh.edu/

Key Milestones Dates Comments

Solicitation Release 08/13/26

Deadline for Firm Questions 08/27/26 @ 12:00pm ET

Response to Questions 09/03/26

Submittals Due 09/10/26 @ 12:00pm ET

Interviews/Oral Presentations TBD If necessary

The University reserves the right to amend this schedule as it deems necessary.

2.2. General Instructions

• In order to participate in the Sourcing Event, suppliers must create an account and login credentials.

Successful bidders will be invited to provide full company and tax profile information in order to complete the registration process, using the login credentials previously established.

• Questions and answers will be submitted on the Q&A Board under Tools. It is the Firm’s responsibility to ensure that the entire solicitation package and links are reviewed prior to submittal of a response.

• Oral information provided by the evaluation committee or any other USNH personnel will not alter or change this solicitation. Changes to the solicitation will be documented by addendum.

• Revisions, Amendments, and Cancellation: The owner may extend the deadline date for submissions if, in the owner’s opinion, any revisions or amendments to this solicitation make this necessary. The owner may also cancel this solicitation, in whole or in part, or reject all submissions when this action is deemed to be in the best interest of the owner.

• Submission packages shall include all required information and documents or will be considered non-conforming and subject to disqualification.

• Submission packages should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to fulfill the requirements of this solicitation.

• Submission documents should be uploaded as a single document in pdf format unless otherwise indicated.

• Responses shall be transmitted electronically through UShopNH. The Event will close automatically at the due date and time. Each respondent is solely responsible for the timely submission of its response. Late submittals will not be accepted. Responses submitted by any other method will not be accepted.

• Responses are not final upon completion of the fields and uploading documents. In order to finalize the response, it is critical for the respondent to Review and Submit the proposal, or it will not be available in UShopNH for owner consideration.

• Each submission will be reviewed to determine its completeness prior to actual evaluation. Failure to provide or adequately address all categories of information requested may result in rejection of the Firm’s response.

• The owner reserves the right to accept or reject any or all submissions received as a result of this solicitation, to waive minor irregularities, or to negotiate with any respondent, in any manner necessary, to serve the best interests of the owner.

• USNH reserves the right to request clarification of any aspect of materials received or to request further information as might be required to adequately evaluate credentials and qualifications.

• Any costs incurred by the respondent in preparing and submitting a response to this solicitation will be the sole responsibility of the respondent and will not be reimbursed by the owner.

• USNH considers all terms and conditions, and insurance requirements, to be accepted unconditionally by a Firm unless written exceptions are made to specific clauses of this solicitation when submitting a response. Such exceptions may, however, be used as a basis for rejection of a response.

• For technical issues, contact JAGGAER Supplier Support at 1-800-233-1121 and select option 2.

2.3. Informational Meetings

The solicitation process may include informational meetings (see event timeline). When a mandatory informational meeting is required, proposals from Firms that did not attend will not be considered.

Additional meetings will not be scheduled to accommodate Firms that failed to attend the scheduled mandatory meeting. Attendees will be required to provide a business card to verify their presence.

2.4. Firm Questions

Questions and inquiries concerning this solicitation shall be submitted through the UShopNH Event Q&A Board. Oral questions or responses will not be recognized as confirmed information.

2.5. Proposal Format

All Firms should provide the information as specified in a single PDF attachment, unless otherwise noted:

• Cover Sheet. Clearly identify the Firm submitting the response.

• Executive Summary. (i.e., cover letter) signed by an authorized officer (no more than three pages).

• Staffing & Organization. Provide a description of the Firm’s organization and staffing, including the

• names and titles of all personnel who would be assigned to the contract.

• Detailed Plan. Provide a detailed plan for fulfilling the contract per Scope/Technical Specifications.

Include a description of what your Firm views as its responsibilities as well as a complete pricing structure for products and/or services to be provided.

• Owner Requirements. If applicable, provide complete information for any services, information, equipment, or space to be provided by Owner.

• Appendix A – General Response Workbook Complete in its entirety. NOTE: The Respondent certifies that it is empowered to use the names of references it provides and agrees that the USNH may contact these references. (May be uploaded separately)

• Appendix B – Solution Functionality Workbook in its original Excel format. (May be uploaded separately)

Only information received in response to this RFP will be evaluated. Reference to information previously submitted to the University will not be considered. Failure to respond in full can be reason for rejecting the proposal in whole or in part at the discretion of the University.

In submitting a proposal, Firm agrees that the proposal remains valid for one hundred eighty (180) calendar days after the closing date of submission of proposals and may be extended beyond that time by mutual agreement.

Strict compliance with this proposal format is essential to facilitate the evaluation process. Accordingly, USNH reserves the right to reject any proposal which is either incomplete or does not conform to these instructions.

2.6. Addenda

All addenda will be posted in UShopNH under Buyer Attachments. It is the responsibility of the Firm to check UShopNH prior to the due date to verify receipt of all information and required documentation.

2.7. Bid Opening

Bid responses will be opened by USNH Procurement Services at the time and date indicated. Any bid may be withdrawn prior to the time established for the opening of bids by withdrawing through UShopNH.

The Owner will not accept any written requests to withdraw. Any bid withdrawn during the bid acceptance period shall result in forfeiture of the respective Bidder’s bid security.

3. EVALUATION

3.1. Evaluation Committee

The evaluation committee expressly reserves the right to reject any and all proposals without penalty, to waive all technicalities and irregularities and deviations of proposals from this request for proposal, to decide whether a proposal does or does not substantially comply with the requirements of this request for proposal, to be the final judge as to which is the best overall proposal, and to award a contract to the Firm whose proposal it considers to be in the best interest to USNH.

In the event that a contract acceptable to the committee cannot be executed with the top Firm, the committee may eliminate that Firm from further consideration. The committee may then proceed to conduct negotiations and planning sessions with the Firm next preferred among the Firms who have not been eliminated. Such processes will be continued until either an acceptable contract is executed, or all proposals have been eliminated.

USNH reserves the right to negotiate simultaneously with more than one Firm.

3.2. Evaluation Criteria

Evaluation criteria will be based on, but not necessarily limited to the following factors. Negative findings or judgments on the basis of any one of the criteria may result in elimination of a given response from further consideration.

• Response to Scope of Work/Technical Specifications

• Relevant Experience and Qualifications

• Overall profile of project management and technical certifications

• Overall suitability of the response for current and future needs

• Competitiveness and stability of pricing

• Services offered

3.3. Public Records: Applicability of the New Hampshire Right to Know Law, RSA 91-A

• Subject to the provisions of the New Hampshire Right to Know Law, RSA 91-A, prior to the issuance of an award the evaluation committee shall treat all proposals received as confidential. After the issuance of an award all proposals shall be public records. If no award is issued and the solicitation is cancelled without intention of reissuance, all proposals shall be public at the time of cancellation.

If no award is issued and USNH intends to reissue the solicitation, all proposals shall be confidential until the award is issued, or the subsequent solicitation is cancelled without intention of reissuance.

• Also subject to the provisions of the New Hampshire Right to Know Law, RSA 91-A, the working papers and any other records of the discussions or deliberations of the evaluation committee or any of its members shall be treated as confidential and entitled to either or both of the specific exemptions from public access provided for in RSA 91-A:5, VIII and IX.

• If the Firm considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are “confidential.” Use of any other term or method, such as stating that a document or portion thereof is “proprietary”, “not for public use”, or “for client’s use only”, is not acceptable. In addition, the Firm shall provide a letter which specifically states why and under what legal authority each redaction has been made. Submissions which do not conform to these instructions may be rejected as not conforming to the requirements of the bid or proposal. USNH will generally assume that a bid or proposal submitted without an additional redacted copy contains no information which the bidder deems confidential. Applying labels to documents such as “confidential” may not keep them from becoming public records as described in the preceding paragraphs or otherwise affect the application and operation of the New Hampshire Right to Know Law, RSA 91-A.

• USNH shall have no obligation to maintain the confidentiality of any portion of a bid, proposal or related material, which is not marked in accordance with the foregoing provisions. It is specifically understood and agreed that the Firm waives any claim of confidentiality as to any portion of a response to this RFB or RFP that is not marked as indicated above.

3.4. Solicitation Results

Respondents list or bid summary are available on the USNH Procurement Services web page: Bid Results. Time frame may vary depending on the complexity and number of responses. Participants in the solicitation will also be able to track the status of the solicitation in UShopNH.

4. ADDITIONAL INFORMATION

4.1. Term

It is USNH’s intent that any contract resulting from this solicitation will be for three (3) years with the option for two (2) 1-year extensions with the mutual consent of USNH and the Supplier.

4.2. Insurance Requirements

USNH insurance requirements are available on the USNH Procurement Services web page under Other Forms: USNH Insurance Requirements Within ten (10) business days after the Owner delivers a Notice of Acceptance, Agreement or Purchase Order, or prior to beginning work on campus, whichever is sooner, the successful Firm shall deliver to the Owner the Certificate of Insurance as specified in the USNH Insurance Requirements. Insurance requirements for construction related events can be found under USNH Insurance Requirements for Construction Contracts.

4.3. Agreement/University’s Standard Terms and Conditions

Appendix C – Master Agreement SAMPLE shall be used upon award. Please review and provide your Firm’s redlines to the agreement template for our consideration.

Terms and conditions are available on the USNH Procurement Services web page: USNH Terms and Conditions. Supplier understands that payments under any resulting Agreement may be subject to the withholding requirements of Section 3402(t) of the Internal Revenue Code.

4.4. UNH’s Rights and Responsibilities

USNH reserves the right to audit those financial records of the Firm, which pertain to the contract.

USNH reserves the right not to enter into a contract if, after reviewing all responses received, it is determined such a contract would not be in the best interest of USNH.

USNH intends to meet contractual obligations and to treat all Firms fairly.

USNH reserves the right to extend contracts for supplies to all USNH institutions.

4.5. Firm’s Rights and Responsibilities

http://www.unh.edu/purchasing/bid-results.html http://www.unh.edu/purchasing/bid-results.html http://www.unh.edu/purchasing/forms.html http://www.unh.edu/purchasing/forms.html http://unh.edu/purchasing/forms.html http://www.unh.edu/purchasing/forms.html http://www.unh.edu/purchasing/forms.html

The Firm agrees to maintain records arising from the operation of this contract for a period of two (2) years following its termination or expiration date, unless permission to the contrary is given by USNH in writing. The Supplier agrees to provide access to its accounting information pertaining to this USNH contract in the event an audit is requested.

The Firm will be responsible for purchasing merchandise and services and executing contracts in its own name and at its own cost and expense and on its own credit.

4.6. Rights Afforded to Both Parties

Awarded Firm shall indemnify and hold harmless the USNH and its affiliates, trustees, officers, directors, employees and agents from and against any and all liabilities, claims, damages, awards, judgments, costs and expenses (including reasonable attorneys’ fees) arising out of its negligent acts or omissions of the negligent acts or omissions of its employees, agents, s or affiliates. This section shall survive termination of the contract.

If, because of riots, war, pandemic, public emergency or calamity, fire, earthquake, Acts of God, government restriction, labor disturbance or strike, or any cause beyond the Owner’s reasonable control, the business operations at the University System of New Hampshire shall be interrupted or stopped, performance of this contract, with the exception of moneys already due and owing shall be suspended and excused to the extent commensurate with such interfering occurrence, and the expiration date of the contract may be extended for a period of time equal to the time that such default in performance is excused.

The contract shall be governed by and construed in accordance with the laws of the State of New Hampshire. In the event any provision of these terms and conditions shall be declared illegal or unenforceable by a competent court within this jurisdiction the remaining provisions shall remain in full force and effect. Any litigation related to this agreement will be brought and maintained in courts within the State of New Hampshire.

Neither party may assign this contract without the written consent of the other party; and any assignment attempted without such consent shall give the other party the immediate right to cancel this contract except that the Firm may assign this contract with the consent of Owner to any subsidiary or affiliate of the Firm or any corporation into which the Firm or its successor may be merged, converted or consolidated, or which may otherwise succeed to substantially all of its assets; but the Firm shall during the term hereof remain liable for its obligation hereunder.

4.7. Mediation

In the event the parties are unable to resolve a dispute, controversy or claim arising under this agreement, then either party may give written notice to the other party of its intention to mediate. Any dispute arising under this Agreement may be settled by mediation in the State of New Hampshire in accord with such procedures as may be acceptable to the parties.

If the dispute has not been resolved through mediation within thirty (30) days after the written notice beginning the mediation process (or a longer period, if the parties agree to extend the mediation), the mediation shall terminate and the parties shall be free to litigate the matter.

In the event of any mediation or litigation arising under this Agreement, each party shall be responsible for its own costs and expenses arising therefrom, including any and all attorney’s fees. Neither party shall seek reimbursement from the other party.