sample-rfp-emergency-notification-january2009

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					                                                            RFP Name: <insert name>

                       #                                 RFP Number: <insert number>




                           Request for Proposal
                           Emergency Notification System




                           COMPANY/ORGANIZATION
                           Month XX, 20XX




                                                     [Type the company name]
Paste logo here                                                            #


<Insert COMPANY/ORGANIZATION Here>    CONFIDENTIAL                        Page 1 of 23
                                                                                                        RFP Name: <insert name>
                                                                                                     RFP Number: <insert number>




Table of Contents


       1. General Information and Background ............................................................. 3

       2. Overview of Requirements.............................................................................. 4

       3. Questions........................................................................................................ 5

       4. Schedule & Submittal Instructions .................................................................. 6

       5. Proposal Response and Presentation ............................................................ 7

       6. Scope of Work & System Requirements ......................................................... 8

       7. Implementation Plan ..................................................................................... 18

       8. Pricing ........................................................................................................... 19

       9. Proposal Evaluation and Award .................................................................... 20

       10. Conditions ..................................................................................................... 21

       11. Agreement / Contract .................................................................................... 22

       12. Customer References ................................................................................... 23




<Insert COMPANY/ORGANIZATION Here>                        CONFIDENTIAL                                                       Page 2 of 23
                                                                     RFP Name: <insert name>
                                                                  RFP Number: <insert number>



1.    General Information and Background
      General Information & Background of COMPANY/ORGANIZATION.




 <Insert COMPANY/ORGANIZATION Here>       CONFIDENTIAL                             Page 3 of 23
                                                                                          RFP Name: <insert name>
                                                                                       RFP Number: <insert number>



2.    Overview of Requirements
      COMPANY/ORGANIZATION is accepting proposals from qualified firms to provide a robust, interactive,
      reliable, high-speed emergency notification system to be used for global/nationwide crisis communications.
      The system will be an integral part of the emergency response and management at
      COMPANY/ORGANIZATION. It must be capable of efficiently sending notifications to thousands of
      employees/members prior to, during, and after a crisis or emergency. The system must be available to initiate
      and deliver notifications 24 hours a day, 7 days a week, 365 days a year.


      The emergency notification system must be delivered via SaaS (software-as-a-service) to ensure that no
      hardware or software must be purchased or maintained by COMPANY/ORGANIZATION and so that the
      solution is still secure and easily scalable on-demand. The solution must be customizable through
      configuration options.


      COMPANY/ORGANIZATION intends to use the system in the following ways.
        1.   List COMPANY/ORGANIZATION-specific types of notifications (i.e., describe the scenarios or use
             cases)
        2.   For each type of notification:
                Identify type of contact (first responders, residents, businesses, employees, etc.)
                Identify average number of contacts for each notification
                Identify expected response (i.e., no response, confirmation-only, polled response, etc.)
                Identify any timing requirements
                Identify any special requirements (i.e., bridges to conference calls, TDD/TTY, etc.)
        3.   Describe how contacts are currently notified and how contact data is currently maintained.




 <Insert COMPANY/ORGANIZATION Here>                 CONFIDENTIAL                                            Page 4 of 23
                                                                                      RFP Name: <insert name>
                                                                                   RFP Number: <insert number>



3.    Questions
      All questions about this Request for Proposal must be submitted in writing and delivered electronically to
      Name/email address on or before the required due date. Written answers to the questions will be provided to
      all respondents of the RFP in accordance with the schedule of events. Questions received after the deadline
      for submitting questions will not be answered.




 <Insert COMPANY/ORGANIZATION Here>             CONFIDENTIAL                                          Page 5 of 23
                                                                                     RFP Name: <insert name>
                                                                                  RFP Number: <insert number>



4.    Schedule & Submittal Instructions
     1.1. Schedule of Events

              Task                                                           Date
              Initial mailing of RFP                                         Date
              Deadline for submission of questions (time w/time zone)        Date
              Deadline for submission of proposals (time w/time zone)        Date
              Contract award (estimated)                                     Date



     1.2. Submittal Instructions

            1. Cost to Prepare and Submit Responses
              All costs incurred in the preparation and submission of responses to the RFP shall be the
              responsibility of the Respondent.


            2. Late Proposals
              Proposals received after the due date and time will not be considered and will be returned
              unopened to the sender. Regardless of the method used for delivery, Respondents shall be wholly
              responsible for the timely delivery of submitted proposals.


            3. Preparation
              Proposals should be prepared in such a way as to provide a straightforward, concise delineation of
              capacities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional
              materials, etc., are not necessary or desired. Emphasis should concentrate on conformance to the
              RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of
              content. All proposals and accompanying documents become the property of
              COMPANY/ORGANIZATION.


            4. Proprietary Information
              COMPANY/ORGANIZATION should insert its standard proprietary information policy.


            5. Proposal Delivery Instructions
              Submit proposals and mark boxes or envelopes plainly as indicated below:
                 COMPANY/ORGANIZATION                          RFP: Name/Number
                 Person or department to deliver to            Opening Date: Date
                 Address 1                                     For: Emergency Notification System
                 Address 2
                 Address 3
                 Email Address




 <Insert COMPANY/ORGANIZATION Here>            CONFIDENTIAL                                           Page 6 of 23
                                                                                            RFP Name: <insert name>
                                                                                         RFP Number: <insert number>



5.    Proposal Response and Presentation
      A.    Proposal Submittal Options
            COMPANY/ORGANIZATION may choose to receive proposals in hard copy or by email:
              Hard-Copy Proposal: Each proposal response shall consist of (#) binder(s)—submit one master,
               (#) paper copies, and (#) electronic copy response in single document in Adobe PDF format only
               on a CD. Clearly label and index binders with appropriate section and sub-section numbers as
               referred to herein.
              Email Proposal: Email a single copy of the proposal response to the contact stated in section 4.5.
               The proposal response must be a single document in Adobe PDF format only.

      B.    Format of Response
            Label and include the following sections in the proposal. Number each page individually and provide a
            table of contents:
               1. Respondent Experience and Personnel – A description of the respondent‘s company,
                  including the organization‘s experience and history with providing services to similar
                  organizations.
               2. Customer References – Provide three customer references by completing the Customer
                  Reference form in Section 12 of this RFP.
               3. Contractor and Subcontractor Listing – If applicable, submit the names, addresses, phone
                  numbers, and applicable licenses of all firms that will provide services in conjunction with the
                  performance of this agreement.
               4. Scope of Work & System Requirements – Describe the approach to be taken including, but
                  not limited to, how the project will be organized, number and types of staff involved. Complete
                  the matrix and answer all questions in Section 6 of this RFP and include them in section 5.4 of
                  your response.
               5. Implementation Schedule – Provide a schedule of events that clearly indicates the time
                  sequence for tasks that are required to perform major components of the implementation. See
                  Section 7 of this RFP for more detailed instructions.
               6. Pricing – Provide pricing information. See Section 8 of this RFP for more detailed instructions.
               7. Additional Information – Respondent(s) may provide additional information that is relevant to
                  this proposal for consideration. Additional information must be limited to two pages or less.


               COMPANY/ORGANIZATION reserves the right to require any or all Respondent(s) to either make
               a presentation that illustrates their abilities relative to this effort and/or attend an interview session
               to gauge their suitability to provide services for this project. If so requested, the Respondent(s)
               shall make their personnel available within ten (10) calendar days of request. No cost allowance
               shall be permitted for this requirement.




 <Insert COMPANY/ORGANIZATION Here>                CONFIDENTIAL                                               Page 7 of 23
                                                                                       RFP Name: <insert name>
                                                                                    RFP Number: <insert number>



6.    Scope of Work & System Requirements
            A. Scope of Work
            Provide a robust, interactive, reliable, high-speed notification system that can send notifications to
            thousands of recipients. The system must be capable of being configured to send notifications to
            thousands of contacts including first responders, staff and residents of COMPANY/ORGANIZATION.


            Using the Response Codes below please indicate if your system meets the system requirements listed
            in the table in this section.


            Response Code                  Definition

            1: Meets Requirement            The requirement will be met by the core functionality of the system
                                            proposed. This functionality is already operational at other sites.
            2: Under Development            Requirement will be met by software that is currently under
                                            development, in beta test, or not yet released. Provide target release
                                            date.
            3: Minor Modification           Requirement will be met with minor modifications to existing software.
                                            All work will be performed by the vendor and pricing must be included.
                                            This work must be noted in the project plan and schedule.
            4: Major Customization          Requirement will be met by major modifications to existing software or
                                            by new custom software development. All work will be performed by
                                            the vendor and any additional costs must be noted
            5: Third-Party                  Requirement can be provided through a third-party solution partner.
                                            When responding with a 2, vendors must describe how the
                                            functionality will be achieved and whether any set-up work will be done
                                            by the vendor or customer.
            6: Other Tools                  Requirement will be met by the use of proposed software tools such as
                                            a report writer, query language or spreadsheet. When responding with
                                            a 3, vendors must describe how the requirement should be met and
                                            whether the set-up work will be done by the vendor or customer.
            7: Not Available                Vendor cannot meet requirement.




 <Insert COMPANY/ORGANIZATION Here>              CONFIDENTIAL                                           Page 8 of 23
                                                                                             RFP Name: <insert name>
                                                                                          RFP Number: <insert number>


System Requirements:

                                                                                  Response Comments /
 Req No.     Requirement
                                                                                  Code     Explanation
  6.1. General Requirements
  6.1.1.  The solution must be designed specifically for mass notification
              using an ACT-SaaS service model, combining a SaaS
              (software as a service) model with an active-active
              configuration allowing infrastructure synchronization between
              data centers so that:
                   No hardware is required beyond existing PC workstations
                       with Microsoft OS Windows 2000 and all later MS OS
                       and with Microsoft Internet Explorer 6.0 or later.
                   Set up is fast and easy
                   Upgrades and enhancements are provided seamlessly at
                       no additional cost.
                   Separate installation of software and hardware is not
                       required for each customer.
                   Database capacity and phone ports are not purchased by
                       the customer and usage and performance are
                       managed by the vendor.
                   The vendor maintains all aspects of the system.
                   There are no limits to the number of users who
                       simultaneously access the system
                   There are no limits to the number of administrators who
                       simultaneously access the system.
                   There must not be any ‗fail-over‘ time when the
                       COMPANY/ORGANIZATION would be unable to
                       access the notification system if a data center
                       becomes unavailable.
  6.1.2.      The solution must have the capability to initiate AT LEAST
              250,000 30-second local or long-distance voice messages per
              hour.
  6.1.3.      The solution vendor must sign a Service Level Agreement
              (SLA) directly with COMPANY/ORGANIZATION assigning
              dedicated vendor resources. Service Level Agreements
              between COMPANY/ORGANIZATION and Vendor will include
              metrics for response time and message delivery. Provide a
              copy of your standard SLA. Vendor SLA with Vendor
              infrastructure providers will not be considered an acceptable
              substitute.
  6.1.4.      The solution must have the ability to send multiple notifications
              at the same time to the same or different recipients.
  6.1.5.      The solution must be scalable to accommodate additional
              recipients‘ contact information on-demand.
  6.1.6.     The solution must have the ability to initiate and deliver
             notifications 24x7x365 with AT LEAST 99.99% availability.
             Describe how your solution is configured for 24x7x365
             availability.

  6.1.7.      The solution must have the ability to prioritize emergency
              notifications over standard notifications in the message
              delivery queue.
  6.1.8.      The solution must have the ability to allow for receipt of
              messages on both domestic and international phone numbers.
  6.1.9.      The solution must have the ability to configure the application
              and be ready for testing within 15 days after the purchase
<Insert COMPANY/ORGANIZATION Here>                     CONFIDENTIAL                                        Page 9 of 23
                                                                                              RFP Name: <insert name>
                                                                                           RFP Number: <insert number>


                                                                                   Response Comments /
 Req No.     Requirement
                                                                                   Code     Explanation
             order has been received.
  6.1.10.    Vendor must maintain multiple instances of the application run
             in geo-graphically disperse data centers. Data centers must
             be in an ―active-active‖ configuration mode so that if the
             application fails in one location, the application seamlessly
             directs users to a different active site. There may not be any
             single point of failure within the Vendor‘s infrastructure.
             Vendor must demonstrate a data center failure and recovery in
             order to be considered.

             Provide a list of locations and the type of services provided at
             each.
  6.1.11.   If the system does not support an ―active-active‖ configuration,
            please provide information about the system failover process:
                     What is the location of the primary data site?
                     What is the recovery process after a site failure?
                     If your system uses a failover configuration or standby,
                      is there any network or telephone capacity loss and
                      what is it?
                     Provide the capacity limitations of both the primary
                      data site and the secondary data site. Are there any
                      differences in capacity between the two data sites?
                     If the system fails over, what steps are required on the
                      customer side to continue operations?
                    If the system fails over, what is the guaranteed
                     maximum number of minutes before 100% of system
                     services and capabilities are restored to a fail over site,
                     in number of minutes.
                    Please describe the ‗fail-back‘ process from the backup
                     site to the main site

  6.1.12.    All system components must reside in multiple data centers
             including:
                    Application database
                    Application servers
                    Web servers
                    Telephony servers

  6.1.13.    Data centers must be co-located at the telecommunications
             point of presence.

  6.1.14.    The system must have undergone a usability test within the
             last calendar year. Provide the results of the test.
  6.1.15.    The system must run on a robust, high-transaction volume
             database (e.g., Oracle) that can handle large volumes of data
             used for transmissions of notifications during an emergency.
  6.1.16.    The system must run on most currently used PC configurations
             (e.g., Windows 2000, XP, Vista) and with currently used
             browsers, including Internet Explorer, Apple Safari, and Mozilla
             Firefox). Describe the minimum requirements for existing PC
             workstations to access the notification system.
  6.1.17.    The system must have a ‗quick-launch‘ feature that allows a
             user to initiate a notification from a single screen after logging
             in to the system.
  6.1.18.    The system must be accessible for launching a notification
             using a BlackBerry, Palm Treo, or Windows Mobile device.

<Insert COMPANY/ORGANIZATION Here>                     CONFIDENTIAL                                        Page 10 of 23
                                                                                               RFP Name: <insert name>
                                                                                            RFP Number: <insert number>


                                                                                    Response Comments /
 Req No.      Requirement
                                                                                    Code     Explanation


  6.2. Recipient & Contact Information Management
  6.2.1.   The solution must have the ability to add or edit recipient and
              contact information directly within the solution.
  6.2.2.      The solution must have the ability to import all or some
              employee contact information from an existing database
              through a regularly scheduled process (e.g., PeopleSoft/Oracle
              HR, BCP Software). This process should be provided through
              a Web-services API using a standards-based SOA (service
              oriented architecture).
  6.2.3.      Vendor must provide a ―touch-less upload‖ process that does
              not require integration with Vendor APIs. This upload process
              must be able to automatically upload contact information at
              pre-scheduled intervals without requiring manual intervention.
  6.2.4.      The solution must have the ability to add or change all or some
              contact data through an imported file in .csv format.
  6.2.5.      The solution must have the ability to send a notification to a list
              of recipients from a spreadsheet or database output file ―on-
              the-fly‖ without storing the recipient‘s contact information in the
              database.
  6.2.6.      The solution must have the ability to upload group and
              escalation information along with contact information.
  6.2.7.      The solution must have the ability to export existing recipient
              and contact information to Excel or a csv file.
  6.2.8.      The solution must have the ability to maintain privacy of all
              contact information through access control where only
              administrators with appropriate rights can view or update
              recipient and contact information.
  6.2.9.      The solution must have the ability to allow selected members
              to add or modify their individual contact information.


  6.3. Contact Devices
  6.3.1.   The solution must have the ability to notify recipients via:
                   1.  Phone (land-line, mobile, satellite)
                  BlackBerry
                  PDA
                  1-way and 2-way SMS text message
                  1-way and 2-way International SMS text message
                  Instant message
                  e-mail
                  fax
              Please note any exceptions to the above.
  6.3.2.      The solution must have the ability to send native SMS text-
              messages in the US or internationally, utilizing both SMS over
              SMPP and SMS over SMTP.
  6.3.3.      The solution must allow the message initiator to select from
              two different device contact sequences depending on whether
              an emergency notification or a non-emergency notification is
              sent.
  6.3.4.      The solution must have the ability to customize the greeting
              that precedes a message delivered by voice.
  6.3.5.      The solution must allow international users to dial a local

<Insert COMPANY/ORGANIZATION Here>                      CONFIDENTIAL                                        Page 11 of 23
                                                                                              RFP Name: <insert name>
                                                                                           RFP Number: <insert number>


                                                                                   Response Comments /
 Req No.      Requirement
                                                                                   Code     Explanation
              phone number to retrieve messages.
  6.3.6.      The solution must have the ability to receive confirmations on
              all of the contact devices listed above in 6.3.1.
  6.3.7.      The solution must have the ability to store and use at least 10
              different contact numbers/addresses for each recipient.
  6.3.8.      The solution must have the ability to sequence the contact
              devices/paths so that a recipient‘s devices are attempted in a
              prescribed order.
  6.3.9.      The solution must have the ability for an administrator to set
              the default order of devices used to contact recipients, but also
              allow users override the order if they have appropriate rights to
              do so.
  6.3.10.     When recipients are allowed to enter their own data, they
              should have the ability to mark their contact information private
              so that it cannot be viewed by anyone, including system
              administrators.
  6.3.11.     The solution must have the ability to notify those with special
              needs through TTY.
  6.3.12.     Either globally, or on a message by message basis, the
              solution must have the ability to allow the message initiator to
              customize the telephone number displayed (caller ID) for voice
              messages and the email addresses for text messages
  6.3.13.     The solution must have the ability to override call-blocking.


  6.4. Group/Team/Organization Administration
  6.4.1.   The solution must have the ability to create groupings of
              recipients; for example by team, department, or division
  6.4.2.      The solution must have the ability to create hierarchical
              groupings so that groups include up to 10 levels of sub-groups
              in order to appropriately reflect an organization‘s structure.
  6.4.3.      The solution must have the ability for a message recipient to
              be a member of any number of groups.
  6.4.4.      The solution must have the ability to identify one or more
              ―group leaders‖ for any particular group.
  6.4.5.      The solution must have the ability to restrict visibility of group
              leaders to their groups‘ member and message information.
              Allow group leaders full control to add or change member
              information and to send notifications to those members.
  6.4.6.      The solution must have the ability to allow group leaders full
              control to add or change member information and to send
              notifications to all sub-groups of their groups.
  6.4.7.      The solution must have the ability to assign multiple
              administrators complete access to all functions and user data.
  6.4.8.      In addition to having the ability to create groups within an
              organization, the ability to set up an organizational hierarchy
              where the administrators of the primary organization can view
              and send notifications to all secondary organizations and their
              groups and members.




<Insert COMPANY/ORGANIZATION Here>                      CONFIDENTIAL                                       Page 12 of 23
                                                                                       RFP Name: <insert name>
                                                                                    RFP Number: <insert number>




  6.5. Initiating a Broadcast
  6.5.1.     The solution must have the ability to initiate a broadcast on any
               PC with a browser through a secure SSL website.
  6.5.2.       The solution must have the ability to initiate a broadcast
               24x7x365 via an automated telephone system / IVR
               (Interactive Voice Response) system where callers are guided
               through the process of sending a broadcast through a series of
               telephone key-presses.
  6.5.3.       Vendor must provide 24x7x365 message initiation assistance
               using a live-operator via a toll-free number.
  6.5.4.       The system must have a ―quick-launch‖ feature that allows a
               user to initiate a notification from a single screen after logging
               in to the system.
  6.5.5.       The system must be accessible for launching a notification
               using a BlackBerry, Palm Treo, or Windows Mobile device.
  6.5.6.       The solution must have the ability to initiate a broadcast
               directly from another application through an API so that contact
               data can be maintained in another system and broadcasts can
               be initiated directly from another application. This process
               should be provided through a Web-services API using a
               standards-based SOA (service oriented architecture). In
               addition to initiating the broadcast, the API should also handle
               cancellation and status of the notification.


  6.6.     Creating Notifications
 Selecting Recipients for a Notification

  6.6.1.       The solution must have the ability to send a single notification
               to combinations of individuals and pre-defined groups of
               people where each individual within the group has their own
               contact information.
  6.6.2.       The solution must have the ability to set up user-defined fields
               in the profiles of message recipients. The solution must have
               the ability to select message recipients based on user-defined
               fields (e.g., to send the message to people in a particular
               location or with a particular skill).

 Creating Messages

  6.6.3.       The solution must have the ability to record a message directly
               from a message-creation-webpage using a microphone
               connected to the PC.
  6.6.4.       The solution must have the ability to record a message directly
               from a message- creation-webpage using a telephone
  6.6.5.       The solution must have the ability to send both a recorded
               message and a text message in a single notification to all
               recipients for delivery to appropriate devices.
  6.6.6.       The solution must have the ability to select a file containing a
               recorded message for inclusion in a notification.
  6.6.7.       The solution must have the ability to enter a message in text
               and to have it converted to speech (i.e., ―text-to-speech‖
               conversion)
  6.6.8.       The solution must have the ability to convert text to speech
               with Danish, French, English (US), English (UK), Italian,
               Norwegian, Portuguese, Spanish (European), Spanish (Latin

<Insert COMPANY/ORGANIZATION Here>                       CONFIDENTIAL                               Page 13 of 23
                                                                                   RFP Name: <insert name>
                                                                                RFP Number: <insert number>


            American) and Swedish pronunciation.
  6.6.9.    The solution must have the ability to communicate to more
            than 200 countries.
  6.6.10.   The solution must have the ability to create and save pre-
            recorded voice and text messages for later use.
  6.6.11.   The solution must have the ability to attach and send
            documents to a text-based device.
  6.6.12.   The solution must have the ability to attach a file to a message
            and have it sent to a facsimile (fax) machine.
  6.6.13.   The solution must have the ability to provide a library of
            message maps to incorporate into notifications. Please list
            available message libraries and number of available maps for
            each: (e.g. Pandemics, Earthquakes, Hurricanes, etc.)

 Notification Delivery Features

  6.6.14.   The solution must have the ability to request as many redial
            attempts as required and varying by notification.
  6.6.15.   The solution must have the ability to require a confirmation (or
            not).
  6.6.16.   The solution must have the ability to require recipients to enter
            a PIN in order to authenticate their identity before a message
            is delivered.
  6.6.17.   The solution must have the ability to set up recurring
            notifications.
  6.6.18.   The solution must have the ability to escalate messages when
            the intended recipient has not confirmed receipt of a message
            (with at three levels of person-to-person escalation)
  6.6.19.   The solution must have a ‗one-click‘ capability to re-send a
            notification to only those who did not respond to the original
            notification.
  6.6.20.   The solution must have the ability to select a subset of the
            available device types for delivery of a particular notification.
  6.6.21.   The solution must have the ability to schedule any type of
            notification to be sent at a future date and time.
  6.6.22.   The solution must have the ability to pre-determine the
            duration of the broadcast (i.e., the length of time for which
            deliveries will be attempted)
  6.6.23.   The solution must have the ability to select the number of
            delivery attempts through all contact paths.
  6.6.24.   The solution must have the ability to distinguish when a live
            recipient is reached vs. when an answering machine or
            voicemail has been reached on voice-delivered devices.
  6.6.25.   The solution must have the ability to leave a message when a
            voice-delivered message reaches an answering machine or
            voicemail. The solution must have the ability to tailor the
            message for live-delivery vs. machine delivery (e.g., to provide
            a toll-free call-in number in order to respond to machine-
            delivered notifications).
  6.6.26.   The solution must have the ability to allow recipients to confirm
            a notification via a key-press on voice-delivery devices such as
            telephones.
  6.6.27.   Message recipients must be able to confirm a notification via
            either email or text message.
  6.6.28.   The solution must have the ability to respond to a pager-
            delivered notification via a toll-free number provided in the
            pager message.

<Insert COMPANY/ORGANIZATION Here>                    CONFIDENTIAL                              Page 14 of 23
                                                                                   RFP Name: <insert name>
                                                                                RFP Number: <insert number>


 Polling Notifications

  6.6.29.    The solution must have the ability to send ―polling‖ broadcasts
             where a recipient is asked to respond to a question or series of
             questions.
  6.6.30.    The solution must have the ability to either record or convert
             text-entered polling responses to speech. For example, if the
             possible responses are 1 o‘clock, 2 o‘clock, or 3 o‘clock, these
             responses can either be recorded or entered in text that is
             converted to speech.
  6.6.31.    The solution must have the ability to actively ‗call transfer‘
             message recipients to a different phone number based upon
             their message response.
  6.6.32.    The solution must have the ability to request and collect
             additional numeric information from message recipients during
             the polling process (e.g., dates, phone numbers, times, other
             numeric information)

 Call-In Notification

  6.6.33.    The solution must have the ability to record a message which
             intended recipients can access by calling a toll-free number.
             International recipients must be able to dial a local number to
             access the message.
  6.6.34.    The solution must have the ability to access a customized call-
             tree for callers to navigate pre-determined options in order to
             retrieve posted messages.

 Conference Notification

  6.6.35.    The solution must have the ability to automatically transfer
             message recipients directly into a live conference bridge,
             without requiring them to dial an additional phone number or
             an access code.
  6.6.36.    The solution must have the ability to allow message recipients
             to automatically join a conference call.
  6.6.37.    The solution must have the ability to provide the recipient with
             the phone number and access code for the conference bridge
             via voicemail when a conference notification is sent to a phone
             device that is not answered.
  6.6.38.    The solution must have the ability to provide the recipient with
             the phone number and access code for the conference bridge
             via e-mail or text message when a conference notification is
             sent to a text device or through e-mail.
  6.6.39.    The solution must have the ability to schedule a conference
             notification so that it is delivered in the future.
  6.6.40.    The solution must have the ability to send a reminder to
             recipients minutes, hours, or days before a scheduled
             conference notification/call.
  6.6.41.    The solution must have the ability to use the company‘s
             internal conference bridge or other conference bridge for
             conference notifications.

 Quota Notifications

  6.6.42.    The solution must have the ability to set up ―quota
             notifications‖ that end after a pre-determined number of
             confirmations are received.
  6.6.43.    The solution must have the ability to automatically contact
             those who confirm after the quota is reached to inform them
<Insert COMPANY/ORGANIZATION Here>                    CONFIDENTIAL                              Page 15 of 23
                                                                                     RFP Name: <insert name>
                                                                                  RFP Number: <insert number>


             that they are no longer needed.

 Scenarios

  6.6.44.    The solution must have the ability to pre-position a set of
             notifications each with pre-set recipients and pre-recorded
             messages that relate to a single situation or scenario.


  6.7. Reporting
  6.7.1.  The system must provide a real-time dashboard for each
             active broadcast allowing users to perform functions by simply
             clicking on links and buttons to:
                      See status of broadcast results without manually
                       refreshing the page
                      See confirmations and responses in real-time
                      Re-broadcast to unconfirmed recipients
                      Stop a broadcast
                      Print broadcast results
                      View broadcast parameters (e.g., devices, start time,
                       duration, number of cycles, type of broadcast)
  6.7.2.     The solution must have the ability to view history of notification
             results.
  6.7.3.     Notification/broadcast results reports must contain the
             following information:
                  2. Name of the broadcast
                  Date and time of the broadcast
                  Name of the person who initiated the broadcast
                  Number of redial attempts requested by initiator
                  Summary statistics including total contacts, total
                       confirming receipt/not confirming receipt,
                       %confirming/not confirming receipt. If a polling
                       broadcast, a total for each response.
                  Detailed calling information including call-result of each
                       ATTEMPT within the broadcast including the
                       addresses and associated phone numbers attempted,
                       the attempt number (if multiple attempts/re-dials are
                       requested) and the result:
                        3. Confirmed (with date & time)
                        4. Busy
                        5. No Answer
                        6. Voicemail
             Please note any exceptions the above.
  6.7.4.     The solution must have the ability to view broadcast results by
             either confirmed or non-confirmed responses or both.
  6.7.5.     The solution must have the ability to capture and view ―polled‖
             responses whether they are selected responses (e.g., press 1
             for yes; press 2 for no) or an informational response to a
             polling question (e.g., a phone number, a date, or a quantity).
  6.7.6.     The solution must have the ability to produce ad-hoc reports
             using all application data, including recipient information, group
             information, call summary, and broadcast/notification
             information. The ad-hoc reporting capability must have the
             ability to view multiple broadcasts in one report. The system
             must be able to export report data into a CSV formatted file.
             The solution must have the ability to use ad hoc filters and
             sorts on user-selected data fields.
  6.7.7.     The solution must have the ability to track and report on user-
             defined fields (such as division or building location).
<Insert COMPANY/ORGANIZATION Here>                    CONFIDENTIAL                                Page 16 of 23
                                                                                   RFP Name: <insert name>
                                                                                RFP Number: <insert number>


             COMPANY/ORGANIZATION may want to add examples of
             user-defined fields.
  6.7.8.     The solution must have the ability to export all ad-hoc report
             data in CSV, HTML, or PDF format.


  6.8. Customer Service & User Support
  6.8.1.   On-line documentation is provided and is understandable by
             non-technical users.
  6.8.2.     Customer service and message initiation assistance must be
             staffed at all times and available 24x7x365 for all calls.
  6.8.3.     Both initial and follow-up training is available. Describe
             available training options.


  6.9. Security
  6.9.1.   System must adhere to a ‗defense in-depth‘ approach to
             ensure application and infrastructure security. The system co-
             location facilities must be housed in a SAS 70 Type II certified
             facility. Disclose whether or not your facilities have this
             certification and describe your physical security.
  6.9.2.     All network and application servers are ―locked down‖ with no
             extraneous services running on them. Describe your network
             security.
  6.9.3.     The solution must have security to prevent inappropriate use
             and to maintain privacy of contacts including login/password
             authentication on the telephone and on the web.
  6.9.4.     SSL must be used to transmit data across the internet.
             Describe your transmission security.
  6.9.5.     Key data must be encrypted in the database. Describe your
             database security and encryption practices and techniques.
  6.9.6.     Vendor staff has undergone Personnel security training.
             Describe the training.
  6.9.7.     The application must regularly undergo a security audit. Upon
             request Vendor must be willing to provide the most recent
             security audit/test report.
  6.9.8.     Vendor employees with access to any customer data facility
             must have undergone comprehensive background
             investigations. Describe the investigation processes your
             company has completed.




<Insert COMPANY/ORGANIZATION Here>                     CONFIDENTIAL                             Page 17 of 23
                                                                                     RFP Name: <insert name>
                                                                                  RFP Number: <insert number>



7.    Implementation Plan
      Provide a project schedule that corresponds to the implementation approach. The project schedule should
      include:
        1.   Major tasks, subtasks, and task owner
        2.   Task durations
        3.   Task dependencies
        4.   Deliverable dates (which can be in the form of milestones)
        5.   Other milestones


      Express tasks in daily durations.


      Example
      Contact list upload and verification: (1.5) working days, etc.




 <Insert COMPANY/ORGANIZATION Here>                CONFIDENTIAL                                     Page 18 of 23
                                                                                           RFP Name: <insert name>
                                                                                        RFP Number: <insert number>



8.    Pricing
      Be very specific about what the COMPANY/ORGANIZATION wants pricing on; do not leave it open for
      respondents to choose the units of measure. Be sure to include all items/time/resources. Examples:
        1.   Set-up cost for both geo-notifications and notifications to pre-defined recipients
        2.   Cost per notification event or per member
        3.   Fixed cost for unlimited usage on a yearly basis
        4.   Any ongoing cost for service/maintenance
        5.   Multi-year discounts
        6.   Cost per minute or per block of minutes
        7.   Cost of phone number data from third-party vendor




 <Insert COMPANY/ORGANIZATION Here>                CONFIDENTIAL                                         Page 19 of 23
                                                                              RFP Name: <insert name>
                                                                           RFP Number: <insert number>



9.    Proposal Evaluation and Award
      Insert COMPANY/ORGANIZATION standard vendor proposal review process, include:
           Rejection of proposal(s) guidelines/policy
           Proposal negotiation guidelines/policy
           Method of award
           Award timeline
           How objections will be handled




 <Insert COMPANY/ORGANIZATION Here>               CONFIDENTIAL                             Page 20 of 23
                                                                                          RFP Name: <insert name>
                                                                                       RFP Number: <insert number>

10. Conditions

     A. Expenses
          Insert COMPANY/ORGANIZATION standard vendor expense policy.

     B. Insurance
          Insert COMPANY/ORGANIZATION standard requirements for vendor insurance coverage.

     C. Assignment
          Any attempt by Supplier to assign or otherwise transfer any interest in this Agreement without the prior
          written consent of COMPANY/ORGANIZATION shall be void.

     D. Attorney’s Fees
          The parties agree that in the event of a dispute, each party will bear its own costs of litigation and
          attorney‘s fees.

     E. Compliance with Law
          The Supplier shall comply with all applicable federal, state and local statutes, regulations, ordinances, or
          other legal requirements that apply.

     F. Confidential Treatment of Information
          Supplier shall preserve in strict confidence any information obtained, assembled or prepared in
          connection with the performance of this Agreement.

     G. Dispute Resolution
          Insert COMPANY/ORGANIZATION standard dispute resolution process.

     H. Inconsistencies in Conditions
          In the event there are inconsistencies between the specifications, Scope of Work, and the proposal
          terms or conditions, contained herein the proposal terms and conditions will take precedence.

     I.   Indemnity
          Insert COMPANY/ORGANIZATION standard dispute resolution process hold harmless policy.




<Insert COMPANY/ORGANIZATION Here>                CONFIDENTIAL                                            Page 21 of 23
                                                                                   RFP Name: <insert name>
                                                                                RFP Number: <insert number>

11. Agreement / Contract
     Respondent shall review and note any exceptions to the sample contract below.


     Insert a copy of the COMPANY/ORGANIZATION‘s standard vendor contract complete with terms and
     conditions.




<Insert COMPANY/ORGANIZATION Here>            CONFIDENTIAL                                      Page 22 of 23
                                                            RFP Name: <insert name>
                                                         RFP Number: <insert number>

12. Customer References

       Company/organization:
       Contact person:
       Address:
       Phone:
       Fax #:
       E-mail address:
       Description of service provided:


       Company/organization:
       Contact person:
       Address:
       Phone:
       Fax #:
       E-mail address:
       Description of service provided:


       Company/organization:
       Contact person:
       Address:
       Phone:
       Fax #:
       E-mail address:
       Description of service provided:


       Company/organization:
       Contact person:
       Address:
       Phone:
       Fax #:
       E-mail address:
       Description of service provided:




<Insert COMPANY/ORGANIZATION Here>        CONFIDENTIAL                   Page 23 of 23

				
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