Wentworth Institute of Technology. Electronic Portfolio. Research & Acquisition. Kyle Richardson, Phil Cyr, Brian Moughty & Steve Ganung

Transcription

1 Wentworth Institute of Technology Electronic Portfolio Research & Acquisition Kyle Richardson, Phil Cyr, Brian Moughty & Steve Ganung Fall 2009

2 TABLE OF CONTENTS COMPANY PROFILE...3 PROJECT STAKEHOLDERS.4 PROJECT CHARTER....5 PROJECT PLAN...7 GROUP EVALUATION TOOL...8 SCORING MATRIX....9 LINKEDIN REQUEST FOR PROPOSAL PLAXO REQUEST FOR PROPOSAL IWEB REQUEST FOR PROPOSAL NEGOTIATION STRATEGY DEAL SHEET. 33 IMPLEMENTATION GAME PLAN 34 CLOSURE DOCUMENT..35 2

3 COMPANY PROFILE Wentworth Institute of Technology Opened in 1904 Size: 3,636 students Locations: 35 acre campus in Boston, MA Majors: 15 Bachelor Programs Faculty: 134 full-time faculty Management Program Concentrations: Technology Management, Communications, Project Leadership Electronic Portfolio Implementation: 2006 Why Electronic Portfolio: EP s were introduced to the program to provide the students with a virtual edge over competition when applying to jobs upon graduation. Job Rate: 80% of students get a job Graduation Rate: 40% 3

4 PROJECT STAKEHOLDERS Cindy Stevens (617) Beatty 306 Cristy Maldonado (617) Annex 205 Lisa Maness (617) Beatty 403 Michael Dunlop (617) Beatty 305 Patrick Hafford (617) Beatty 404 4

5 PROJECT CHARTER 1. Executive Summary Wentworth Institute of Technology Bachelor of Science and Management (BSM) students currently create electronic portfolios in an HTML editing format on FrontPage or Dreamweaver software. There is an opportunity to acquire new technology that will assist the Wentworth students in creating professionally designed and respected electronic portfolios. The results of this project may be demonstrated to other departments at Wentworth in order to assist those departments with their electronic portfolios. 2. Business Need Need to easily develop and upload content onto the electronic portfolio. Need to have professional designed layouts for all the electronic portfolios. Need to easily edit and update the electronic portfolios. 3. Project Objectives Apply a new technology for Wentworth management students to use when creating their electronic portfolios. 4. Impact Assessment Improve the electronic portfolios of Wentworth management students. 5. Measures of Success This will be considered successful if the job rates of Wentworth management graduates increases from the 80% job rate that currently exists. This will also be considered successful if the percentage of management seniors that pass their electronic portfolio final evaluation the first time increases. 6. Scope This project will address the design of electronic portfolios for all Wentworth management students. 7. Risks Electronic Portfolios will become more complicated and/or confusing. Wentworth management students will stop creating and using electronic portfolios. 8. Time Constraints This project needs to be completed by the end of Wentworth s Fall 2009 semester. 5

6 9. Project Stakeholders and Sponsors Approval Professor Stevens Cristy Maldonado Pat Hafford Bill Farrick 6

7 PROJECT PLAN Project Management Plan: The following diagram represents the project life cycle that will be used to manage this project: Initiation Planning Risk Management Plan: Research Evaluation Negotiation Implementation Operation Risks will be managed by weekly team meetings where the project will be assessed and evaluated. Edits or additions will be made to the project each week as the team sees appropriate. Issue Management Plan: Issues will be managed according to the project schedule and team evaluation tool. These issues and tools will be reviewed during the weekly team meetings. Change Management Plan: Changes will be managed by the team in the weekly meetings and added to the project schedule or updated in a document for the final report. The team will assess and evaluate where and how change is needed if necessary. Quality Management Plan: Quality will be managed by the team and head stakeholder in the project weekly during the assigned meeting times. Product Management Plan: The product will be an in-depth assessment of various vendors and those vendors will be evaluated in the project scoring matrix. The product will be a report and the team will review each piece of the report during the weekly meetings. 7

8 GROUP EVALUATION TOOL Group Objectives: Each group member will be evaluated with the following scale at the conclusion of this project. The group members will grade each other on participation, motivation, clarity and professionalism of assignments, promptness, and attendance. Each member should be motivated and participate during group meetings, contributing to group ideas and showing a willingness to complete work. The documents each member completes must be written in a professional manner as determined by each team member. The documents must also have correct grammar and written in an easy to understand format. Each group member is expected to show up to meetings and turn in documents and work on time throughout the duration of the project. Group members are expected to attend each assigned group meeting unless a valid excuse is accepted by everyone on the project team Score Definition Given Score Student participation and accomplishment far exceeds the group objectives for the project assignments and student work is consistently at a high level of competency and innovation Student participation and accomplishment goes beyond what is expected in the group objectives for the project assignments and student work is characterized by its depth of understanding, development and innovation Student participation and accomplishment meets all group objectives for the project assignments and student work demonstrates the expected level of understanding and requirements Student participation and accomplishment based on the group objectives for the project assignments met the group s minimum requirements. Below 60 Student participation and accomplishment based on the group objectives for the project assignments were not sufficiently met. 8

9 ELECTRONIC PORTFOLIO SCORING MATRIX Category Functionality 55 Category Points Group Points LinkedIn Plaxo iweb NVU Wiki Spaces Facebook Development Design Aspects/Layout Facilitation Content Search Jobs User Updates Technology 15 Apple OS All Windows OS Strategic Partnership 10 Location Downloadable Online Technical Support Product Training Costs 20 Software Training Support Total Score

10 REQUEST FOR PROPOSAL November 17, 2009 LETTER OF TRANSMITTAL Dear LinkedIn, Wentworth Institute of Technology s Management Department is in the process of selecting a strategic vendor to partner with our management students in providing the optimal student experience in creation of an electronic portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth Management students through the student s profiles by adopting strategic vendor s services. The overall solution is the need for professional electronic portfolios or business networking profiles effectively. Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA. Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges in Boston s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of thirteen degree programs for their students. One of those degree programs is Management, which is what this electronic portfolio research will be focusing on. Our goal for this project is to help Wentworth Management students with their electronic portfolios that were established in These electronic portfolios have recently declined in functionality and overall appearance. With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to make the process of creating and using the electronic portfolios easier and more valuable in the business world. This RFP is meant to define and document our functional needs and also establish a consistent basis on which electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate all proposals. This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective vendor, you must not forward any such materials or otherwise disclose their content to any third party for evaluation or for any other purpose without Wentworth s written consent. We appreciate your consideration and assistance in this matter and look forward to receiving your proposal. Sincerely, Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty Wentworth Institute of Technology 10

11 1. General Information 1.1 Purpose of the RFP The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement of an electronic portfolio/profile that best meets Wentworth s requirements. 1.2 RFP Communications Please direct all communications/correspondence regarding this RFP to: Professor Stevens Wentworth Institute of Technology Boston, MA Timeline Vendor demo, review, and site visit November RFP submission date November 17 Proposal due date November 30 Vendor selection and contracts November 30-December 1.4 RFP Preparation The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested by the prospective vendors at time of submission. 1.5 Vendor Responses Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no later than November 30, All supporting materials and documentation must be included with the proposal. 1.6 Vendor Site Visits Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization that will be used. 1.7 Evaluation Criteria Perspective vendor proposals will be evaluated using the following general criteria: Ability to satisfy functional business requirements 11

12 Ability to satisfy technical and integration requirements Strategic partnering potential Cost 1.8 Right to Reject Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with the selected vendor. The vendor s response to this RFP will be included in whole by reference in the final contract. Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all responses and applying all criteria, is determined to be the best qualified to provide the requested solution and support. 1.9 Marketing References Prospective vendors may not make any reference to the project in any literature, promotional material, brochures or sales presentations, or make any other commercial use of Wentworth s name and this RFP without the express written consent of Wentworth. 2. Vendor Guidelines 2.1 RFP Response Format Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as directly and concisely as possible. The information furnished should be in specific response to this RFP. Specific answers are required to specific questions where asked. Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor. Prospective vendors are required to provide their proposal in the following format: Letter of Transmittal The letter of transmittal should be no longer that two pages and should include the following: A brief statement of the vendor s understanding of the mission-critical nature of the electronic portfolio/profiles to Wentworth s business and market position. A brief statement of the services to be provided. A statement of commitment to provide the services requested within the time and manner specified. The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX numbers. 12

13 Table of Contents The table of contents should include a clear and complete identification of the materials submitted by section and page number. Product Overview Prospective vendors should follow the instructions in the Product Overview section of this RFP. Functional Requirements Prospective vendors should follow the instructions in the Functional Product Information section of this RFP. Technical Requirements Prospective vendors should respond to all technical information requests in the Technical Product Information section of this RFP. Strategic Partnership Potential Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this RFP. 2.2 Exceptions to the RFP Prospective vendors may fine instances where their operations do not function in a manner consistent with the specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions should be clearly identified. 2.3 Confidentiality This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without Wentworth s express written consent. All perspective vendor personnel should note that they are under a signed, mutual confidentiality agreement. When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such. 3. Product Information Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each product offered by your organization and provide a brief description of its role in your total solution. Vendors may include screen examples or diagrams in this section. 4. Functionality Requirements 4.1 Instructions Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the vendor to provide measurable, accurate, and reliable answers based upon the vendor s proposed product solution 13

14 specific to the dependencies of release level and features of both the vendor s and the other vendor s products. For each requirement, the solutions capability should be identified as follows: NA=Not Available MJ=Major Modification MN=Minor Modification FR=Future Release CR=Current Release TP=Third Party Solution Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how the requirement will be met. Vendors may add additional items or sections if there is functionality provided by their product that isn t represented in the sections. 4.2 Functionality Requirements # Requirement Rating Response 1 Development 2 Design Aspects/Layout 3 Facilitation 4 Content 5 Job Search 6 User Updates/Uploads 5. Technology Requirements # Requirements Rating Response 1 Apple Operating System 2 All Windows Operating Systems 14

15 6. Strategic Partnership Potential 6.1 Vendor Profile Prospective vendors must provide the following information: Describe your company s background and relationship to the electronic portfolio/profile software project. What are your future plans in the electronic portfolio/profile software arena? Provide annual reports and/or financial statements for the years 2008 and List any special relationships with other companies that improve your ability to be a leader in the electronic portfolio/profile software market. List any pertinent association memberships. Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth. 6.2 Training Prospective vendors must provide the following information: Describe in detail you standard training program as well as installation assistance provided with your software. What system documentation is available and included in the price of the system? What additional training does your company offer? 6.3 Support Prospective vendors must provide the following instructions: Describe your system warranties. Describe any maintenance plans available if any. What are your response times? Describe the assistance that is available through your help desk, and during which hours it is available. Do you have a disaster recovery plan in place? Please describe. Describe your company s policy and capabilities regarding system upgrades, new releases, and enhancements. Describe in detail your available support options. 15

16 6.4 Implementation Plan Prospective vendors must provide the following information: Describe your system implementation planning process. Describe your installation/implementation procedures. What is a typical implementation time frame? What role would you play in the implementation? 6.5 References Please provide a minimum of three customer references. The following characteristics are desired: Functionality (Similar to above requirements) Customization Integration with other technologies Self-sufficient organization 7. Costs 7.1 Initial Costs Prospective vendors should state initial costs that would need to be paid up front for the software and any installation that would be required. 7.2 Long-Term Costs Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the software. 16

17 REQUEST FOR PROPOSAL November 17, 2009 LETTER OF TRANSMITTAL Dear Plaxo, Wentworth Institute of Technology s Management Department is in the process of selecting a strategic vendor to partner with our management students in providing the optimal student experience in creation of an electronic portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth Management students through the student s profiles by adopting strategic vendor s services. The overall solution is the need for professional electronic portfolios or business networking profiles effectively. Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA. Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges in Boston s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of thirteen degree programs for their students. One of those degree programs is Management, which is what this electronic portfolio research will be focusing on. Our goal for this project is to help Wentworth Management students with their electronic portfolios that were established in These electronic portfolios have recently declined in functionality and overall appearance. With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to make the process of creating and using the electronic portfolios easier and more valuable in the business world. This RFP is meant to define and document our functional needs and also establish a consistent basis on which electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate all proposals. This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective vendor, you must not forward any such materials or otherwise disclose their content to any third party for evaluation or for any other purpose without Wentworth s written consent. We appreciate your consideration and assistance in this matter and look forward to receiving your proposal. Sincerely, Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty Wentworth Institute of Technology 17

18 1. General Information 1.1 Purpose of the RFP The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement of an electronic portfolio/profile that best meets Wentworth s requirements. 1.2 RFP Communications Please direct all communications/correspondence regarding this RFP to: Professor Stevens Wentworth Institute of Technology Boston, MA Timeline Vendor demo, review, and site visit November RFP submission date November 17 Proposal due date November 30 Vendor selection and contracts November 30-December 1.4 RFP Preparation The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested by the prospective vendors at time of submission. 1.5 Vendor Responses Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no later than November 30, All supporting materials and documentation must be included with the proposal. 1.6 Vendor Site Visits Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization that will be used. 1.7 Evaluation Criteria Perspective vendor proposals will be evaluated using the following general criteria: Ability to satisfy functional business requirements 18

19 Ability to satisfy technical and integration requirements Strategic partnering potential Cost 1.8 Right to Reject Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with the selected vendor. The vendor s response to this RFP will be included in whole by reference in the final contract. Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all responses and applying all criteria, is determined to be the best qualified to provide the requested solution and support. 1.9 Marketing References Prospective vendors may not make any reference to the project in any literature, promotional material, brochures or sales presentations, or make any other commercial use of Wentworth s name and this RFP without the express written consent of Wentworth. 2. Vendor Guidelines 2.1 RFP Response Format Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as directly and concisely as possible. The information furnished should be in specific response to this RFP. Specific answers are required to specific questions where asked. Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor. Prospective vendors are required to provide their proposal in the following format: Letter of Transmittal The letter of transmittal should be no longer that two pages and should include the following: A brief statement of the vendor s understanding of the mission-critical nature of the electronic portfolio/profiles to Wentworth s business and market position. A brief statement of the services to be provided. A statement of commitment to provide the services requested within the time and manner specified. The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX numbers. 19

20 Table of Contents The table of contents should include a clear and complete identification of the materials submitted by section and page number. Product Overview Prospective vendors should follow the instructions in the Product Overview section of this RFP. Functional Requirements Prospective vendors should follow the instructions in the Functional Product Information section of this RFP. Technical Requirements Prospective vendors should respond to all technical information requests in the Technical Product Information section of this RFP. Strategic Partnership Potential Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this RFP. 2.2 Exceptions to the RFP Prospective vendors may fine instances where their operations do not function in a manner consistent with the specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions should be clearly identified. 2.3 Confidentiality This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without Wentworth s express written consent. All perspective vendor personnel should note that they are under a signed, mutual confidentiality agreement. When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such. 3. Product Information Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each product offered by your organization and provide a brief description of its role in your total solution. Vendors may include screen examples or diagrams in this section. 4. Functionality Requirements 4.1 Instructions Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the vendor to provide measurable, accurate, and reliable answers based upon the vendor s proposed product solution 20

21 specific to the dependencies of release level and features of both the vendor s and the other vendor s products. For each requirement, the solutions capability should be identified as follows: NA=Not Available MJ=Major Modification MN=Minor Modification FR=Future Release CR=Current Release TP=Third Party Solution Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how the requirement will be met. Vendors may add additional items or sections if there is functionality provided by their product that isn t represented in the sections. 4.2 Functionality Requirements # Requirement Rating Response 1 Development 2 Design Aspects/Layout 3 Facilitation 4 Content 5 Job Search 6 User Updates/Uploads 5. Technology Requirements # Requirements Rating Response 1 Apple Operating System 2 All Windows Operating Systems 21

22 6. Strategic Partnership Potential 6.1 Vendor Profile Prospective vendors must provide the following information: Describe your company s background and relationship to the electronic portfolio/profile software project. What are your future plans in the electronic portfolio/profile software arena? Provide annual reports and/or financial statements for the years 2008 and List any special relationships with other companies that improve your ability to be a leader in the electronic portfolio/profile software market. List any pertinent association memberships. Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth. 6.2 Training Prospective vendors must provide the following information: Describe in detail you standard training program as well as installation assistance provided with your software. What system documentation is available and included in the price of the system? What additional training does your company offer? 6.3 Support Prospective vendors must provide the following instructions: Describe your system warranties. Describe any maintenance plans available if any. What are your response times? Describe the assistance that is available through your help desk, and during which hours it is available. Do you have a disaster recovery plan in place? Please describe. Describe your company s policy and capabilities regarding system upgrades, new releases, and enhancements. Describe in detail your available support options. 22

23 6.4 Implementation Plan Prospective vendors must provide the following information: Describe your system implementation planning process. Describe your installation/implementation procedures. What is a typical implementation time frame? What role would you play in the implementation? 6.5 References Please provide a minimum of three customer references. The following characteristics are desired: Functionality (Similar to above requirements) Customization Integration with other technologies Self-sufficient organization 7. Costs 7.1 Initial Costs Prospective vendors should state initial costs that would need to be paid up front for the software and any installation that would be required. 7.2 Long-Term Costs Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the software. 23

24 REQUEST FOR PROPOSAL November 10, 2009 LETTER OF TRANSMITTAL Dear iweb, Wentworth Institute of Technology s Management Department is in the process of selecting a strategic vendor to partner with our management students in providing the optimal student experience in creation of an electronic portfolio or business networking profile. We feel the opportunities exist to increase the job rate of Wentworth Management students through the student s profiles by adopting strategic vendor s services. The overall solution is the need for professional electronic portfolios or business networking profiles effectively. Wentworth Institute of Technology was founded in 1904 and currently enrolls 3,597 students in Boston, MA. Wentworth is a member of the College of Fenway, which consists of 11,400 students among six different colleges in Boston s Fenway area. In 2008, Wentworth had a 40% student graduation rate with 80% of those graduates receiving jobs right out of college. Wentworth has seven academic departments that combine to offer a total of thirteen degree programs for their students. One of those degree programs is Management, which is what this electronic portfolio research will be focusing on. Our goal for this project is to help Wentworth Management students with their electronic portfolios that were established in These electronic portfolios have recently declined in functionality and overall appearance. With this project, we will fulfill our business need by researching vendors to find a vendor who is best suited to make the process of creating and using the electronic portfolios easier and more valuable in the business world. This RFP is meant to define and document our functional needs and also establish a consistent basis on which electronic portfolio/profile vendor proposals can be judged. Wentworth Management Department will evaluate all proposals. This RFP and all materials submitted by Wentworth are to be treated as strictly confidential. As a prospective vendor, you must not forward any such materials or otherwise disclose their content to any third party for evaluation or for any other purpose without Wentworth s written consent. We appreciate your consideration and assistance in this matter and look forward to receiving your proposal. Sincerely, Kyle Richardson, Phil Cyr, Steve Ganung, and Brian Moughty Wentworth Institute of Technology 24

25 1. General Information 1.1 Purpose of the RFP The purpose of the RFP is to establish the functional, operational, and technical requirements for the procurement of an electronic portfolio/profile that best meets Wentworth s requirements. 1.2 RFP Communications Please direct all communications/correspondence regarding this RFP to: Professor Stevens Wentworth Institute of Technology Boston, MA Timeline Vendor demo, review, and site visit November RFP submission date November 17 Proposal due date November 30 Vendor selection and contracts November 30-December 1.4 RFP Preparation The prospective vendors will absorb all costs incurred in the preparation and presentation of an RFP. In the event that modifications or additions to the RFP become necessary, prospective vendors will be notified in writing. All supporting materials submitted with the proposal will become property of Wentworth unless otherwise requested by the prospective vendors at time of submission. 1.5 Vendor Responses Prospective vendors are required to submit six copies of their proposals. Send all copies to Professor Stevens no later than November 30, All supporting materials and documentation must be included with the proposal. 1.6 Vendor Site Visits Wentworth reserves the right to inspect any and all vendor facilities, which will be used to support the proposed electronic portfolio/profile solution. This includes the facilities of any contractor or outside support organization that will be used. 1.7 Evaluation Criteria Perspective vendor proposals will be evaluated using the following general criteria: Ability to satisfy functional business requirements 25

26 Ability to satisfy technical and integration requirements Strategic partnering potential Cost 1.8 Right to Reject Wentworth reserves the right to accept or reject any and/or all submitted proposals and request additional information from all prospective vendors. Wentworth specifically reserves the right to negotiate a contract with the selected vendor. The vendor s response to this RFP will be included in whole by reference in the final contract. Any contract that is eventually awarded will be made to the organization who, based on the evaluation of all responses and applying all criteria, is determined to be the best qualified to provide the requested solution and support. 1.9 Marketing References Prospective vendors may not make any reference to the project in any literature, promotional material, brochures or sales presentations, or make any other commercial use of Wentworth s name and this RFP without the express written consent of Wentworth. 2. Vendor Guidelines 2.1 RFP Response Format Prospective vendors should make every attempt to use terminology in their proposal that is consistent with that of Wentworth and this RFP. Comparable terminology may be substituted if the prospective vendor provides clear and concise definitions. Prospective vendor proposals should address the requirements outlined in this RFP as directly and concisely as possible. The information furnished should be in specific response to this RFP. Specific answers are required to specific questions where asked. Vendor responses to this RFP will become a part of the final contract between Wentworth and the vendor. Prospective vendors are required to provide their proposal in the following format: Letter of Transmittal The letter of transmittal should be no longer that two pages and should include the following: A brief statement of the vendor s understanding of the mission-critical nature of the electronic portfolio/profiles to Wentworth s business and market position. A brief statement of the services to be provided. A statement of commitment to provide the services requested within the time and manner specified. The names of personnel authorized to represent the vendor, including titles, addresses, phone and FAX numbers. 26

27 Table of Contents The table of contents should include a clear and complete identification of the materials submitted by section and page number. Product Overview Prospective vendors should follow the instructions in the Product Overview section of this RFP. Functional Requirements Prospective vendors should follow the instructions in the Functional Product Information section of this RFP. Technical Requirements Prospective vendors should respond to all technical information requests in the Technical Product Information section of this RFP. Strategic Partnership Potential Prospective vendors should provide the information requested in the Strategic Partnership Potential section of this RFP. 2.2 Exceptions to the RFP Prospective vendors may fine instances where their operations do not function in a manner consistent with the specifications in the RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions should be clearly identified. 2.3 Confidentiality This RFP and all materials submitted by Wentworth must be considered confidential. Wentworth requests that this RFP not be copied and not be forwarded to any third party for evaluation or for any other purpose without Wentworth s express written consent. All perspective vendor personnel should note that they are under a signed, mutual confidentiality agreement. When submitting confidential material to Wentworth, prospective vendors must clearly mark it as such. 3. Product Information Prospective vendors should include an overview of their total electronic portfolio/profile solution. Define each product offered by your organization and provide a brief description of its role in your total solution. Vendors may include screen examples or diagrams in this section. 4. Functionality Requirements 4.1 Instructions Wentworth will be aggressive and comprehensive in its product/service demands. It is incumbent upon the vendor to provide measurable, accurate, and reliable answers based upon the vendor s proposed product solution 27

28 specific to the dependencies of release level and features of both the vendor s and the other vendor s products. For each requirement, the solutions capability should be identified as follows: NA=Not Available MJ=Major Modification MN=Minor Modification FR=Future Release CR=Current Release TP=Third Party Solution Requirements that are given a capability rating of MJ, MN, FR, or TP must have a brief description regarding how the requirement will be met. Vendors may add additional items or sections if there is functionality provided by their product that isn t represented in the sections. 4.2 Functionality Requirements # Requirement Rating Response 1 Development 2 Design Aspects/Layout 3 Facilitation 4 Content 5 Job Search 6 User Updates/Uploads 5. Technology Requirements # Requirements Rating Response 1 Apple Operating System 2 All Windows Operating Systems 28

29 6. Strategic Partnership Potential 6.1 Vendor Profile Prospective vendors must provide the following information: Describe your company s background and relationship to the electronic portfolio/profile software project. What are your future plans in the electronic portfolio/profile software arena? Provide annual reports and/or financial statements for the years 2008 and List any special relationships with other companies that improve your ability to be a leader in the electronic portfolio/profile software market. List any pertinent association memberships. Describe any legal issues or constraints that could conceivably affect a relationship with Wentworth. 6.2 Training Prospective vendors must provide the following information: Describe in detail you standard training program as well as installation assistance provided with your software. What system documentation is available and included in the price of the system? What additional training does your company offer? 6.3 Support Prospective vendors must provide the following instructions: Describe your system warranties. Describe any maintenance plans available if any. What are your response times? Describe the assistance that is available through your help desk, and during which hours it is available. Do you have a disaster recovery plan in place? Please describe. Describe your company s policy and capabilities regarding system upgrades, new releases, and enhancements. Describe in detail your available support options. 29

30 6.4 Implementation Plan Prospective vendors must provide the following information: Describe your system implementation planning process. Describe your installation/implementation procedures. What is a typical implementation time frame? What role would you play in the implementation? 6.5 References Please provide a minimum of three customer references. The following characteristics are desired: Functionality (Similar to above requirements) Customization Integration with other technologies Self-sufficient organization 7. Costs 7.1 Initial Costs Prospective vendors should state initial costs that would need to be paid up front for the software and any installation that would be required. 7.2 Long-Term Costs Prospective vendors should state any costs that would be reoccurring either monthly or yearly for use of the software. 30

31 NEGOTIATION STRATEGY 1. Summary Our team has selected LinkedIn as the vendor of choice. Plaxo was a close second, and the project team feels confident that both companies would be able to achieve the objectives of this project. For this reason, the negotiation team has full authority to negotiate the best financial package with either of the two vendors. 2. Initial Terms The initial terms of the offerings from the vendors are listed below: LinkedIn Plaxo Initial Scoring Software $2000 $2500 Teaching $1000 $900 Consulting $500 $500 Total: $3500 $3900 Ongoing Support Costs Annual Support $2000 $ Agendas Wentworth Agenda: Negotiate the best financial package. Vendor Agenda: Maximize revenue Spread Software Help Students and future business 31

32 4. Leverage Wentworth Leverage: Software Implementation Name Recognition Vendor Leverage: Exclusive Software Design 5. Objectives Negotiate the best financial package with either of the two remaining vendors 6. Strategy Leverage the fact that both vendors are capable of meeting our project objectives and that the financial package will be the determining factor in who gets the deal. 7. Potential Tactics Give both vendors a last chance to improve their financial package. Then select one vendor and work on improving the package. The vendor who wasn t selected will respond with a price reduction to try and gain our business. Use the information as leverage to improve the deal with the select vendor. Create a time-based bidding war 8. Negotiation Team and Roles Purchasing Lead: Act as the bad cop and strive for the most aggressive deal Project Manager: Act as the good cop and facilitate continued communications Business Lead: Communicate the potential future business to the vendor Legal: Negotiate with vendor legal staff and advise negotiation team 32

33 DEAL SHEET # Term Initial Minimum Goal iweb 3,000 2,900 2,900 NVU 3,600 3,300 3,300 Wiki Spaces 3,700 3,400 3,400 LinkedIn 3,500 3,250 3,250 Plaxo 3,900 3,450 3,450 Annual Support Costs 2,000 1,000 1,000 Implementation Date 09-December 10-January 30-November 33

34 IMPLEMENTATION GAME PLAN 1. Documents, research, and results are finalized. Electronic Portfolio Task Responsible Approx. Start End Date 2. Implementation date is set with stakeholders 3. Approved by BSM department 4. Introduce LinkedIn to remaining faculty 5. Coordinator of implementing LinkedIn 6. Introduce LinkedIn with the Help Desk 7. Any necessary training is completed for faculty 8. Introduce LinkedIn and its requirements to the students of the BSM program 34

35 CLOSURE DOCUMENT Operation Success This implementation and acquisition of new electronic portfolio/profile software will be considered a success if Wentworth is able to adopt new software by the end of spring semester That would require all current Wentworth Management students to switch over to the new software and every new freshman in the management program would learn about how to use the new adopted software. There is more than enough information in this report to assist Wentworth faculty in making a decision in the amount of time stated above. This change is n eeded immediately because Wentworth seniors currently have to recreate their current electronic portfolios while they are focusing on their senior project and graduation. Measure of Success The electronic portfolio/profile software chosen will be considere d a success if more Wentworth management students obtain quality jobs immediately after graduating from Wentworth. Currently a job rate of 80% for graduated Wentworth management students exists. We would like to see that job rate increase for recent graduates to 90%. If the job rate increases to 90% for management students, that would result directly or indirectly to the electronic portfolio/profiles. 35