COMMUNICATIONS SOFTWARE PLATFORM

Agency: State Government of North Carolina
State: North Carolina
Level of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD12271126712477990
Posted Date: Jul 31, 2020
Due Date: Aug 11, 2020
Solicitation No: 251-21-133
Source: Members Only
Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help
251-21-133 COMMUNICATIONS SOFTWARE PLATFORM 7/31/2020 8/11/2020 02:00 PM ET 251-

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Invitation for Bid # 251-21-133
1551 Rock Quarry Rd Bldg. F
Raleigh, NC 27610
Refer ALL Inquiries to: Petra Gooding
Telephone No: 919-588-3456
E-Mail: pgooding@wcpss.net
Proposals will be publicly opened: August 11, 2020 @ 2:00 PM
Contract Type: Open Market
Commodity: DISTRICT-WIDE COMMUNICATION SOFTWARE
PLATFORM
Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO BIDDERS
Sealed bids, subject to the conditions made a part hereof, will be received at this office (1551 Rock Quarry Road, Raleigh,
NC) until 2:00 p.m. on the day of opening and then opened, for furnishing and delivering the service as described herein.
Refer to page 2 for proper mailing instructions. Bids submitted via facsimile (FAX) machine or email in response to this
Invitation for Bids will not be acceptable. Bids are subject to rejection unless submitted on this form.
There will be no physical public bid opening. Bid opening will be conducted virtually via live streaming. The link to view
the bid opening is below:
https://wcpss-events.webex.com/wcpss-events/onstage/g.php?MTID=ee51b4f5037338ac49a0e6b60a77aa2d2
Award information will be available upon request after the bid has been awarded. The form and content of the bid
recaps will be at the sole discretion of WCPSS. They may be in electronic form.
EXECUTION
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers and agrees to
furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified
herein. By executing this bid, I certify that this bid is submitted competitively and without collusion (G.S. 143-54), that
none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of
Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2),
and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.
Failure to execute/sign bid prior to submittal shall render bid invalid. Late bids are not acceptable.
BIDDER:
FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS:
P.O. BOX:
ZIP:
CITY & STATE & ZIP:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TELEPHONE NUMBER:
TOLL FREE TEL. NO
(800)
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:
FAX NUMBER:
AUTHORIZED SIGNATURE:
DATE:
E-MAIL:
Offer valid for 45 days from date of bid opening unless otherwise stated here: ____ days Prompt Payment Discount:
_______ % __________________ days.
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In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.
It is desirable that all responses meet the following requirements:
All copies are printed double sided.
All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30% and indicate
this information accordingly on the response.
Unless absolutely necessary, all bids and copies should minimize or eliminate use of non-recyclable or non-re-usable
materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued
materials, paper clips, and staples are acceptable.
Materials should be submitted in a format which allows for easy removal and recycling of paper materials.
Submit one (1) signed, original executed proposal response, one (1) photocopy, and one (1) electronic copy (e.g., flash
drive) of your proposal simultaneously to the address identified below. Clearly mark the outside of each package with: (1)
Vendor name; (2) the IFB number; and (3) the due date. Address the package(s) for delivery as shown in the table below.
If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate envelopes and marked
accordingly. For delivery purposes, separate envelopes from a single Vendor may be included in the same outer package.
Proposals are subject to rejection unless submitted with the information above included on the outside of the proposal
package.
MAILING INSTRUCTIONS
Mail only one fully executed proposal per package (with copies) per envelope. Address envelope and include proposal
number as shown below. It is the responsibility of the Vendor to have the proposal in this office by the specified time
and date of opening.
Bidders or their authorized representatives are expected to fully inform themselves as to the terms, conditions,
requirements and specifications of this IFB before submitting bids. Failure to do so will be at the bidder’s own risk. The
law makes no allowance for errors or omission or commission on the part of the bidders; furthermore, the bidder cannot
secure relief on the plea of error or ignorance concerning any requirement included in the IFB.
Vendors who do not wish to respond to this IFB, but want to remain on our list for future opportunities in this product
category shall complete, sign, and return the signature sheet entitled “Bid Certification” with “NO BID” indicated on the
face of the form. Failure to adhere to this procedure may result in removal of the bidder’s name from our bidder list.
Bidder presence is not required at the bid opening, and no weight or other consideration toward any award decision will
be given to any bidder’s attendance or absence at the bid opening. Recaps of the details of the bids received will be
available to any interested party upon WRITTEN request. The form and content of the bid recaps will be at the sole
discretion of WCPSS. They may be in electronic form.
DELIVER TO: Petra Gooding
PROPOSAL NO. IFB: 251-21-133
Wake County Public School System
Purchasing Department
1551 Rock Quarry Road Bldg. F
Raleigh NC 27610-4145
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IFB SCHEDULE
The table below shows the intended schedule for this IFB. WCPSS will make every effort to adhere to this schedule.
Event
Issue IFB
Submit Written Questions
Provide Response to Questions
Submit Bids
Responsibility
WCPSS
Vendor
WCPSS
Vendor
Date and Time
7/31/20
8/4/20 by 3:00 pm ET
8/5/20 by EOB
8/11/20 by 2:00 p.m.
BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best
BIDS possible. To accommodate the Bid Question process, vendors shall submit any such questions by above due date.
Written questions shall be emailed to pgooding@wcpss.net by the date and time specified above. Vendors should enter
IFB # 251-21-133 Questions” as the subject for the email. Questions submittals should include a reference to the
applicable IFB section and be submitted in a format shown below:
Reference
IFB Section, Page Number
Vendor Question
Vendor question …?
Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary
by WCPSS will be posted in the form of an addendum to the Interactive Purchasing System (IPS),
http://www.ips.state.nc.us, and shall become an Addendum to this IFB. No information, instruction or advice provided
orally or informally by any WCPSS personnel, whether made in response to a question or otherwise in connection with
this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an
Addendum to this IFB.
PURPOSE AND BACKGROUND
The Wake County Public School System (WCPSS) is soliciting proposals to provide a district-wide
communication software solution that will connect school leaders, teachers, and families through one central
platform in over 100 languages.
The Wake County Public School System (WCPSS) is the nation’s 15th largest school District, and the largest in the state of
North Carolina. With 118 elementary schools, 40 middle schools, 31 high schools, and 5 special schools, we serve over
160,000 students.
SCOPE OF WORK
The minimum qualifications for the software solution are as follows:
The software should allow schools and the district to connect school leaders, teachers, and families through one
central platform
Two-way multilingual platform that allows teachers and parents to communicate in over 100 different languages
The software should allow users to:
Send messages to all families with one click
Provide emergency notifications
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Provide privacy and security
Allow for Student Information System (SIS) integration
Provide centralized analytics
Provide onboarding support and professional development
Provide an analytics dashboard and downloadable reports
The platform will need to accommodate a minimum of 160,000 students, and an unlimited number of
administrators/teachers at up to 200 different school sites.
The service must include an unlimited number of teacher and administrator accounts
TECHNICAL SPECIFICATIONS
Vendors should include a description of the privacy and security protections for the solution to include the physical,
logical, and administrative controls that protect the data while it is at rest, in transit, and being processed.
COST PROPOSAL
Vendor pricing can be submitted in any desired format, but the proposal must include the total cost of
service for the 2020-2021 year. Bid price must be fixed. The bid award will be for one year, with two
additional one-year options to renew.
PROPOSAL SUBMITTAL
Sealed BIDS, subject to the conditions made a part hereof and the receipt requirements described below, shall be received
at the address indicated on page 2, for furnishing and delivering those items or services as described herein.
IMPORTANT NOTE: All BIDS shall be physically delivered to the office address listed above on or before the BIDS deadline
in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk of late
arrival due to unanticipated delaywhether delivered by hand, U.S. Postal Service, courier or other delivery service is
entirely on the Vendor. It is the sole responsibility of the Vendor to have the BIDS physically in this Office by the specified
time and date of opening. The time of delivery will be marked on each BIDS when received, and any proposal received
after the BIDS submission deadline will be rejected. Sealed BIDS, subject to the conditions made a part hereof, will be
received at the address indicated in the table in this Section, for furnishing and delivering the service as described herein.
METHOD OF AWARD
All qualified BIDS will be evaluated, and awards will be made to the Vendor(s) meeting the IFB requirements and achieving
the highest and best final evaluation. WCPSS reserves the right to waive any minor informality or technicality in proposals.
Vendors SHALL not be considered who are not approved or authorized by The State of North Carolina to do business with
The State of North Carolina.
CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period - from the date proposals are opened through the date the contract is awarded - each Vendor
submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any
communications with any person inside or outside of WCPSS. All communication should be directed in written form to
Petra Gooding, pgooding@wcpss.net.
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AWARD CRITERIA
As provided by statute, award will be based on the lowest and best bid (most advantageous to Wake County Public
School System) as determined by consideration of:
1. Prices offered.
2. Quality of item(s) offered.
3. General reputation and performance capabilities of the bidder.
4. Conformity with specifications herein.
5. Delivery and installation schedule.
6. Suitability for Intended Use.
7. Demonstration of proposed item(s), if required.
AWARD OF CONTRACT
It is the general intent to award this contract to a single overall bidder on all items. The successful bidder(s) will be notified
by “Notice(s) of Award” issued by the Purchasing Department. Bid audits may be conducted as a means of determining
and/or verifying the cost quoted by the Vendor.
CONTRACT TIME PERIOD
This contract will be for a one-year award. Upon mutual written agreement of both parties, this contract may be extended
beyond the expiration of the contract time period in accordance with section “Extension Clause.”
The transfer, assignment, or subcontracting of contracts is prohibited, and the bidder agrees not to sell, assign, transfer,
convey, or subcontract any portion of this contract resulting from this IFB without the prior written consent of WCPSS.
EXTENSION CLAUSE
This contract may be extended for two additional one-year periods unless sooner terminated in accordance with the
provisions of this Contract if the vendor and the WCPSS mutually agree, no increases in costs are incurred except for the
growth and the maximum allowable escalation price is capped by consumer price index increases.
BID EVALUATION
Bids are requested on the items and/or equipment as hereinafter specified or like items similar in design, function and
performance. Wake County Public School System reserves the right to reject any bid on the basis of function, compatibility
with user requirements of utility as well as costs. Bidder(s) are cautioned that any/all information furnished or not
furnished on this bid may be used as a factor in determining the award of this contract.
FIRM BID
Prices and any other entry made hereon by the bidder shall be considered firm and not subject to change or withdrawal.
MAKE AND MODEL
Manufacturer’s name and model/catalog numbers used are for the purpose of identification and to establish general
quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers
will be considered. However, bidders are cautioned that any deviation from specifications must be pointed out in the bid.
VENUE
This agreement will be construed and governed according to the laws of the State of North Carolina.
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