Request for Quote (RFQ)

RFQ #:102148_RFQ/IFB_02

Issued on:December 1, 2015

For:Design, Build and Maintenance of Online Learning Portal

Period of Performance:February 1, 2016through September 30, 2017

Proposal Deadline: December 23by 5:00 PM Washington DC Time (EST)

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PURPOSE

FHI 360 wishes to identify and contract with an information and communications technology (ICT) company to work closely with the FHI 360 E-Teacher team to design, build and maintain a web-based information management system, the online learning portal and its associated components.

The objective of the portal is to provide role-based access to various components and resources associated with the E-Teacher Scholarship Program, including nomination and participant forms, online courses, and a variety of educational resources. The online courses will be managed using the Canvas Learning Management System (LMS), and the educational resources consist of webinars, scheduled online events (SOLEs), communities of practice (CoPs), and a curated resource repository which may house a variety of documents and media. Some portal components and resources will be shared by and open to a variety of stakeholders, including teachers in the English Access Microscholarship (Access) Program, while access to other components will be restricted by roles and permissions.

BACKGROUND

The E-Teacher Scholarship Program offers foreign English teaching professionals the opportunity to participate in high-quality virtual exchange components, including online courses, webinars, digital libraries, and CoPs. The Access program provides foundational English language skills and exposure to American culture for economically disadvantaged youth worldwide, and has recently incorporated training support for its providers and teachers. Both projects are funded by the U.S. Department of State Bureau of Educational and Cultural Affairs, Office of English Language Programs (ECA/A/L).

The E-Teacher program will reach approximately 1800 non-native English Speaking Teachers (NNESTs) through @60 scheduled online courses over the course of 5 quarters, @36 regional courses to run at various times based on the results of a field needs assessment, @12 massive open online courses (MOOCs) adapted from scheduled online courses and which may run simultaneously with scheduled courses, @18 webinars, @24 SOLEs, @14 CoPs, and a resource repository. The resource repositorywill consist of existing content linked from ECA/A/L’s American English web site, as well as other sources, and content contributed by academic partners, consultants, ECA/A/L and FHI 360. The specific number of each course or event type will be determined in conversation with FHI 360 and as determined by ongoing discussion with ECA/A/L.

SCOPE OF WORK

FHI 360 is requesting that each vendor respond to the following scope of work. This is an illustrative list of tasks. It is not a guarantee that all items listed in this scope of work will be developed or produced under this award.

Under the guidance of the FHI 360 E-Teacherproject team, the selected vendor will create a portal integrating a Content Management System (CMS), a Learning Management System (LMS), and other features and components using established, open-source services and applications such as Drupal and Canvas, where possible.

Portal Components:

  • Content Management System (CMS) –The CMS includes access points to different sections of the portal for different audiences. The CMS includes the nomination and participant information forms, CoPs, and a resource repository.
  • Learning Management System – The Canvas LMS will host scheduled courses and MOOCs.
  • Webinars and SOLEs – The portal will integrate appropriate tools for deploying live events, some of which will be archived in the resource repository afterward.
  • Assessments – The portal may host assessments open to specific users by permission.
  • Resource Repository – The resource repository allows for tagging and indexing of resources, and permissions for uploading content.
  • Hosting – The portal should be hosted using Amazon Cloud services.
  • Digital Badging - The Mozilla Open Badge System recognizes participation in and completion of specific portal activities.
  • Website Analytics - Analytics must be integrated into portal components to allow for visitor tracking.
  • Social Media – Portal components include opportunities for participants to share content with their social networks.
  • Technical requirements –The portal and associated components must be responsive to low-bandwidth requirements and should be careful not to rely heavily on applications or services that might be blocked in certain areas of the world. The portal and associated components must be responsive to mobile device use.
  • Accessibility – The portal design should be sensitive to the accessibility needs of people with physical, sensory, or cognitive disabilities.
  • Reporting –The portal integrates the ability to generate reports on nominee and participant data in order to assist in the placement process and keep track of cumulative program participation.
  • The overall portal design should be flexible, to accommodate future enhancements.

The selected vendor will design system integration to support tasks such as single sign-on integration between aspects of the portal, and the push of data from nomination and participant forms into user profiles and permissions. Automated e-mail and text communication will be triggered by movement through the phases of nomination, placement, enrollment, etc.

The selected vendor will provide training to the FHI 360 staff on the use of the portal. In addition, the selected vendor will provide support at such time as courses are ready to be uploaded to Canvas and transitioned to MOOC status.

The selected vendor will provide on-going maintenance of the portal, including timely installation of updates and patches.

E-Teacher nomination and participant form criteria, permission and enrollment criteria, course content, and curated resource repository contents will be provided by FHI 360, and will incorporate input from ECA/A/L and FHI 360’s partner institutions.

All materials will follow FHI 360 and US Department of State, Bureau of Educational and Cultural Affairs branding guidelines.

DELIVERABLES

The following deliverables are required:

Deliverables / Illustrative Due Dates
  1. Submission of timeline and strategic planning process

  1. Submission of Information Architecture

  1. Submission of design comps

  1. Soft landing of portal

  1. Launching of portal

SUBMISSION REQUIREMENTS

FHI360 is requesting interested Vendors to provide:

  1. Organization’sCapability Statement: Narrative on the vendor’s capabilities to perform the Scope of Work (not to exceed three pages) indicating past experience in designing web-based systems for educational exchanges involving online registration and participant management, including a link to samples of previous work. If the vendor will outsource certain aspects of the activity to other organizations or individuals, i.e., production, graphic design (this will not be seen as a detriment when evaluating the proposals).
  1. Logistics Plan and Timeline: Timeline required to design and launch the portal. Factor into the timeline the time for review and approval by FHI 360(plan for five-day review and approval). FHI 360’sgoal is to launch coursesbythe end of June 2016.
  1. References: Provide three (3) client references worked within the past two years on an activity that is similar to this Scope of Work. Include the contact information (names and titles, company or organization, address, phone and fax numbers, and e-mail address).
  1. Staffing: Names, brief (two or three sentences) bios of principal staff including their experience with web-based systems design and implementation for educational exchange, percentage of staff time on this activity, and information regarding who will manage the account.
  1. Cost Proposal: Please provide a detailed budget that reflects, as accurately as possible, the real costs for the above scope of work. The budget should be broken down by labor costs; please include the names of the people who will do the work and unit costs; overhead or organization fees, indirect and direct costs, etc. All fees must be clearly stated including the basis on which they will be applied. For example if your organization has a set fee or price list for these activities, please indicate it; also any organizational or overhead fees, if applicable.

Vendors will submit with their proposals a proposed budget with sufficient detail to allow evaluation of elements of costs proposed. Budgets should be submitted in US dollars.

CONTRACT MECHANISM

A firm fixed-price contract may be awarded in US dollars to the responsive vendor whose quote will be evaluated as most advantageous to FHI 360.

NOTE: FHI 360 will not compensate companies for preparation of response to this RFQ nor is the issuing of this RFQ a guarantee that FHI 360 will award a contract. FHI 360 reserves the right to issue a contract based on the initial evaluation of offers without discussions. FHI 360 may choose to issue a contract for only part of the activities specified above.

CRITERIA/QUALIFICATION FOR EVALUATION

The selection criteria will be based on the best value as follows:

  • Organization’s Capability: 20points
  • Samples of comparable systemsbuilt: 25 points
  • Logistics plan and timeline:15points
  • Staff and Qualifications: 15 points
  • Cost and Budget: 25 points

RFQ RESPONSE INFORMATION

The key dates for this RFQ process are shown below:

December 2, 2015RFQ released to potential vendors.

December 9, 2015Intent to respond emailed to

December 11, 2015Submission of questions or requests for clarification submitted in writing via email

Please note that inquiries and answers to inquiries will be shared with all applicants. Please do not contact any FHI360 employees regarding this RFQ. Contacting individual employees may be cause for disqualification.

No TelephoneInquiries Will Be Answered.

December 16, 2015Response to submitted questions

December 23, 2015Submission due by 5:00 pm Washington, DC (EST) via email to

Please note that FHI360 shall, as a courtesy, reply via email confirming receipt of all proposals received prior to the closing date. Please note that this receipt response shall ONLY be notification that a proposal email has been received by FHI 360 and is in no way to be construed as suggesting or acknowledging receipt of a valid, complete or otherwise acceptable proposal file.

Certification of Independent Price Determination

The offeror certifies that—

(1)The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered;

(2)The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and

(3)No attempt has been made or will be made by the offeror to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment.

(a) Each signature on the offer is considered to be a certification by the signatory that the signatory—

(1)Is the person in the offeror's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or

(2)(i) Has been authorized, in writing, to act as agent for the principals of the offeror in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above;

(ii) As an authorized agent, does certify that the principals of the offeror have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above; and

(iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above.

(b)Offeror understands and agrees that --

(1)violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and

(2)discovery of any violation after award to the offeror will result in the termination of the award for default.

LATE SUBMISSIONS, MODIFICATIONS, AND WITHDRAWALS OF PROPOSALS

At the discretion of FHI 360, any proposal received at the office designated in the solicitation after the exact date and time specified for the receipt may not be considered unless it is received before award is made and it was determined by FHI 360 that the late receipt was due solely to mishandling by FHI 360 after receipt at its offices.

Quotations may be withdrawn by written notice via email received at any time before award.

FALSE STATEMENT IN OFFER

Vendors must provide full, accurate and complete information as required by this solicitation and its attachments.

ATTACHMENTS

Attachment A – Terms and Conditions

– END OF RFQ –

1

GENERAL TERMS AND CONDITIONS: REFERENCING PURCHASE ORDER/INDEPENDENT CONTRACT AGREEMENT

1. Offer & Agreement: The following terms together with those on the face of this agreement, other documents as may be incorporated by reference or attached hereto, and additional terms in any Change Notice issued to this order, constitute the offer of Family Health International (dba FHI360) to the Vendor and shall, when accepted, constitute the entire order or contract between FHI360 and Vendor. This agreement shall be deemed to have been accepted upon Vendor’s signed acceptance on the cover of this order or commencement of performance. Any reference herein to any proposal, quotation, or other communication by Vendor shall, unless indicated to the contrary herein, be deemed to be limited to the description of the services and to be limited by the terms set forth or incorporated by reference herein.

2. Assignment; Neither party may assign this order or any benefits arising from this order without the prior written consent of the other, and, unless otherwise agreed in writing, the rights of any assignee shall be subject to all set-offs, counterclaim, and other comparable rights arising hereunder. FHI360 shall not, except as otherwise agreed in writing by FHI360, delegate or assign all or substantially all of on any item or service to be furnished under this agreement.

3. Proprietary Information & Confidentiality: Vendor shall consider all data, documentation, drawings, specifications software and other information furnished by FHI360 to be confidential and proprietary and shall not disclose any such information to any other person, or use such information itself for any purpose other than that for which it was intended in completing this order, unless Vendor obtains written permission from FHI360 to do so. Vendor agrees to execute FHI360’s standard Non-Disclosure Agreement upon request.

4. Terms of Payment: Subject to any superseding terms on the face hereof, Vendor shall invoice FHI360 at 1825 Connecticut Ave NW, Washingtion DC 20009 Attn: FHI360 Accounts Payables Department and be paid upon completion/acceptance of the required supplies/services. Vendor shall be paid not later than thirty (30) days after FHI360’s receipt of an acceptable invoice or FHI360’s receipt of the completed products/services, together with any required documents. Drafts will not be honored.

5. Compliance with Law: Vendor’s performance of work hereunder and all products to be delivered hereunder shall be in accordance with any and all applicable executive orders, Federal, State, municipal, and local laws and ordinances, and rules, orders, requirements and regulations. Such Federal laws shall include, but not be limited to, the Fair Labor Standards Act of 1938 as amended, E.O. 11246, “Equal Opportunity,” as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” relating to the affirmative action clause for disabled veterans, recently separated veterans, other protected veterans of the armed forces service medal veterans (41 CFR 60-300) are hereby incorporated herein for reference, as supplemented by regulations at 41 CFR Chapter 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor”, the Copeland “Anti-Kickback” Act (18USC874 and 40USC276c and 18USC874 as supplemented by Department of Labor regulations at 29CFRpart 3, the Davis-Bacon Act, as amended (40USC276a-a7) and as supplemented by Department of Labor at 29CFRpart 5, the Contract Work Hours and Safety Standards Act (40USC327-333), and the Byrd Anti-Lobbying Amendment (31USC1352) and the. Incorporation and by reference; of Equal Opportunity Clause of 41 CFR 60-250.4 relating to disabled and Vietnam era veterans; and the provision of 41 CFR 60-741.4 relating to handicapped workers. In additionthe contractor and subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.Otherwise agreed, governing law shall be that of the North Carolina. Vendors and subcontractors are hereby notified of your obligation to annually file a Standard Form 100: Equal Employment Opportunity Employer Information Report EEO-1 (EEO-1 Report) with the Joint Reporting Committee. The mailing address and other contact information for this Committee are as follows: EEO-1 Joint Reporting Committee, P.O. Box 19100, Washington, DC 20036-9100; Telephone 1-800-286-640; Facsimile 202-663-7185; TTY 202-663-7184; Email: el.techassistance.eeoc.gov

6. Title and Risk of Loss: Title to and risk of loss of, each product and/or service to be delivered hereunder shall, unless otherwise provided herein, pass from Vendor to FHI360 upon acceptance of such product/service by FHI360.

7. Inspection: (a) Vendor shall work within professional standards and limitations specified on work statements, drawings and specifications covering the work and shall make such inspections as are deemed necessary to insure Vendor compliance, unless deviation there from is authorized in writing by FHI360. (b) All shipments of materials shall be subject to final inspection by FHI360 after receipt by FHI360 at destination. If material supplied or work performed by Vendor is found to be defective, Vendor shall be given the opportunity to correct any deficiencies within a reasonable period of time. If correction of such work is impracticable, Vendor shall bear all risk after notice of rejection and shall, if so requested by FHI360 and at its own expense, promptly make all necessary replacements. Vendor shall provide immediate notice to FHI360 of any potential failure on the part of its suppliers to provide supplies/services required hereunder. Vendor is responsible for any deficiency on the part of its suppliers. VENDOR SHALL BE RESPONSIBLE FOR ANY COSTS OF REPROCUREMENT AS MAY NECESSARY FOR FHI360 TO SECURE THE SUPPLIES/SERVICES AS A RESULT OF VENDOR’S INABILITY TO PERFORM THAT EXCEED THE AGREED UPON PRICE HEREIN. (d) Final inspection and acceptance by FHI360 shall be conclusive except for latent defects, fraud, or for any rights provided by any product warranty.