With reserves in single digits, Huff Administration seeking expensive communications system

The Joplin R-8 School District's reserves are down to single digits, but it appears the spending is far from over.

A request for proposals for a "Comprehensive Integrated Notification Solution" was posted on the district website this morning. The purpose of the request is to "assist the district in its communication efforts."

One thing is clear from the specifications, which are given below- This is not going to come cheap

JOPLIN SCHOOLS

REQUEST FOR PROPOSALS

Comprehensive Integrated Notification Solution

I. General Description of Services Needed

Joplin Schools is seeking proposals from qualified vendors to provide a comprehensive integrated
notification solution to assist the district with its communication efforts. The award will be for a maximum of three years beginning July 1, 2014.

The proposed solution must include the following features and services:

1. Data is securely and automatically uploaded and maintained in application service provider (ASP) model with multiple, redundant facilities and no single point of failure. Web-based user access and administration without the requirement for any special browsers, software or plugins.

2. Call capacities with proven performance in multiple districts with more than 10,000 students.

3. Ability to automatically post messages to District’s website, Facebook, and Twitter as part of the standard notification workflow.

4. Native iOS and Android apps for quickly creating and sending a notification using any iPhone, iPad or Android device. Should also include support for one-touch scenarios that can quickly trigger a notification in multiple languages without the need to create the message. Should also include the ability to view reports.

5. Parent Contact Manager for recipients to perform self-service updating of contact information, opting in/out of different notification types, and reviewing of past messages through the Web.

6. Notification types are fully configurable and not limited to simply Attendance, Emergency, Survey and Outreach. Configuration of additional notification types is allowed at the discretion of the system administrator.

7. Notification types can be associated with one or more delivery points (e.g. call phone #1 for an Absence Call; call phone #1, #2 and #3 plus all email addresses for an Emergency; use email #2 for Surveys, etc.). To accommodate special needs of the community, particularly in cases of dual custody homes and situations requiring customized notification rules, this capability is fully configurable system-wide, configurable for individual student records, and optionally can be managed by the parents/recipients themselves.

8. Caller ID is completely configurable at the district level, school level, user level and job level. Includes the ability for the district to use any number for an emergency broadcast’s caller ID (not limited to a system default of “411”).

9. Language translation features support the instant translation of messages (from English text to other language text and/or voice) for phone and email broadcasts with the right message delivered automatically based on the language code in the district’s student information system. Optionally, allows administrators to fine tune / override translation content. Additionally, email message delivery includes both the translated content and the original English content.

10. Survey builder with phone-based and email-based surveys, each with an unlimited number of questions is included. Optional survey question randomizer improves statistical accuracy. Survey reporting with visual charts and graphs, and the capability to export raw survey results to an external package such as Excel for further analysis is supported.

The district is also interested in the following related features and services:

1. Outbound phone message delivery to landlines, cell phones, etc.

2. Unlimited quantity of phone numbers per contact

3. Classroom messaging – ability to allow teachers / athletic director / coaches etc. to create text / phone/ email messages

4. Custom mobile application that integrates with existing portals

5. Email message delivery

6. Unlimited quantity of email addresses per contact

7. SMS text message delivery (not SMTP)

8. Unlimited quantity of SMS text message addresses per contact

9. Ability for recipients to dial in by phone and retrieve messages previously sent to them

10. Data driven advance messaging

11. Multimodal/multilingual broadcast messaging

12. Multilanguage text-to-speech (not library messaging)

13. Real-time graph monitoring while call job is in progress

14. User-defined data fields

15. Web-based system administration

16. One-click reporting

17. Searchable notification history

18. Automated data integration

19. Feature-by-feature user restrictions

20. User level call window restrictions

21. SIF Certified

22. Rules based list builder

23. Individual user address books

24. Call file upload

25. Individual message managers

26. Audio file library

27. User level profile and preference management

28. Advanced multi-part data driven messages

29. Broadcast specific message delivery options

30. Remote telephone job creation and initiation

31. CallMe recording capabilities

32. Global blocked numbers list

33. Security profile manager

34. Individualized data view restricted access

35. System-wide notification monitoring and management

36. System-wide settings management

37. Metadata manager for adding and defining data fields

38. Data import manager for configuring and scheduling data imports

39. 24 hour, seven day a week customer service support

The proposal must include all software, hosting, training, and implementation costs. All projects are contingent upon final Board of Education approval and available district budget.

II. Information about Joplin Schools

Joplin Schools serves approximately 7,750 students. The district is comprised of one administration building, one early childhood center, eleven elementary schools, three middle schools, one high school / technical school (to be completed August 2014), and one campus for special support services.

III. Schedule of Significant Dates

Deadline for receipt of proposals is 2:00 pm Central Standard Time on April 16, 2014

Address:

Joplin Schools
Attn: Communication and Community Development Department
3901 E. 32nd St.
PO Box 128
Joplin, MO 64802

If you prefer to send your bid electronically, we can accept bids in a secure email box. If you wish to submit your RFP in this way, please email your quotation to: sealedbid@joplinschools.org by the date and time specified on this bid form. Be sure that the subject line reads RFP – Notification System. Emailing your bid is not a requirement. Emailed bids will not be opened until the specified deadline. Joplin Schools is not responsible for non-delivery or non-receipt of electronic bids.

If you choose to send the bid to the district’s electronically secure location, you will receive a complimentary “thank you” auto reply message. If you do not receive this message, please contact one of the following individuals immediately:

Eric Pitcher (Network Administrator): ericpitcher@joplinschools.org

Kelli Price (Communication Specialist): kelliprice@joplinschools.org

Recommendation to the Board of Education from the administration for approval will be made on
April 21, 2014.

Implementation Dates

The term of the contract will begin on July 1, 2014. No invoices will be dated or paid until July 1, 2014. Preplanning phase will begin immediately following award decision. Notification system will launch July 1, 2014.

Information Requested from Proposer

The proposal should include:

Letter of Transmittal

1. Limit to one to two pages. Briefly state the vendor’s understanding of the project and make a positive commitment to perform the requested services in a timely manner.

2. State whether the vendor is local, regional, or national.

3. Provide six references for at least six school districts in which solution is currently in use. It is preferred that three of the references be Missouri schools / districts and that the schools be a similar size (or larger) than the Joplin School District. For each reference, please include a contact name, title, and phone number.

4. Letter must be signed and dated by an authorized officer of the company.

Verification of Qualifications

1. Vendor must have been in continuous business for a minimum of three years and must be an exclusive provider, not a reseller, of services requested.

2. Vendor must specialize in integrated notification system solutions for the K-12 educational community and/or the vendor's proposed solution must be primarily used by and marketed toward the K-12 educational community.

3. Vendor should be prepared to provide an on-site demonstration of the proposed services/products. The demonstration must be no more than two hours in length and must include time for questions/answers.

Costs
1. For each product/feature/service/module included, vendor must provide cost using
a line item pricing approach.

2. State any special provisions that would affect the proposed fees.

3. Please complete the worksheet on page five showing all costs, including any licensing/subscription fees, costs for annual maintenance/upgrades, costs for administrator training, and any additional costs and return it with your proposal.

Sample contract

1. Vendor must provide a copy of its standard contract that contains the projected standard terms and conditions for the services/products/ solutions proposed.

Additional Information and Conditions

The Joplin School District reserves the right to reject any and all proposals submitted and to request additional information from proposers. Formal Bid Terms and Standard Conditions are included and made a part of this request for proposal. Any award will be made to the vendor that, in the opinion of the District, is best qualified and has submitted the best proposal.

If you desire any additional information or clarification or would like to visit the District to review our financial records before preparing your proposal, please feel free to contact Kelli Price (Communications Specialist) at (417) 625-5200 ext. 2224 or via email at kprice@joplinschools.org.