JSOM Rigging Repairs

RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu Request for Proposal #RFP-TEC-1010-2023 Purpose Indiana University (IU) is requesting proposals from firms interested in providing enterprise alcohol, drug, sexual harassment, and sexual violence education online modules, as specified herein. The intent of this Request for Proposal (RFP) and the ensuing process is to provide companies with the information, requirements, and specifications necessary for the preparation of a professional and comprehensive proposal. Specific terms and conditions are outlined. Background Founded in 1820, Indiana University is a public, multi-campus, two billion dollar educational institution with undergraduate and graduate students exceeding 99,000. All 50 states, Washington, D.C., three U.S. territories and over 150 foreign countries are represented. It has an additional 17,000 faculty and staff body that supports the

educational mission of the institution. IU spans the state with nine campuses. For more general information about the institution, please visit the institution’s home page at www.iu.edu. Selection of the successful company (Supplier) will be based upon a variety of factors such as: • Ability to Meet Statement of Needs (Scope of Work) • Ability to Meet Compliance Requirements • Ability to Meet Technical Specifications • Total Cost of Ownership • Price • Acceptance of Terms & Conditions • References mailto:jenguynn@iu.edu http://www.iu.edu/ RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu This criteria have been listed in order of importance. As used within this RFP, “Participant” shall refer to those companies receiving and responding to this RFP. “Supplier” shall refer to the successful Participant of the process. “University” shall refer to Indiana University. If the Participate will not be selling directly to the University, it is the Participant’s responsibility to choose a single reseller with whom they will partner with on this project. Schedule of Events Request for Proposal issued: November 11, 2022 Q&A submission close date: December 13, 2022 @ 5pm EST Proposals due by: December 20, 2022 @ 5pm EST Remote or on-site demos/presentations will be scheduled as deemed necessary. Selection of Supplier on or about: February 15, 2023 Implementation of services, on or before: March 1, 2023 All questions and inquiries regarding this document should be submitted via the JAGGAER Supplier Portal. If you experience issues you may directly contact Purchasing Contract Manager, Jennifer Guynn, at jenguynn@iu.edu . EXCEPT FOR CASES AUTHORIZED IN WRITING BY Jennifer Guynn, DURING THE DURATION OF THIS RFP PROCESS, THROUGH SELECTION AND NOTIFICATION, ANY COMMUNICATION BY PARTICIPANTS WITH INDIANA UNIVERSITY STAFF OTHER THAN Jennifer Guynn MAY RESULT IN IMMEDIATE REJECTION OF THAT PARTICIPANT. Questions regarding this RFP should be submitted through the Q&A Board within the Supplier Portal. Questions asked after the deadline may not be answered. mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu Statement of Needs F1 Objectives We seek a Contractor(s) to provide online alcohol, drug, sexual harassment, and sexual violence education for all students (undergraduate and graduate) at Indiana University’s nine campuses. The product must be relevant for students of all ages, for residential and non-residential students, and for undergraduates and graduate/professional students. The product should speak to a diverse student population with its examples, and should be LGTBQ sensitive and culturally competent, taking into consideration international students. Alcohol and Drugs Component It should provide a focus not just on alcohol (and the range of behaviors from abstinence to recovering) but also on marijuana and prescription drug misuse. Information should be provided in ways that do not normalize alcohol and drug misuse. There should be a social component that looks at party culture and alcohol/drug norms. Sexual Harassment and Sexual Violence Components It should cover all the required Violence Against Women Act (VAWA) aspects for sexual violence prevention education, as well as topics of domestic violence, sexual harassment (including examples of student on student harassment), and interpersonal relationships. F2 Scope of Work Please confirm the following: Does the product cover alcohol, drug, sexual harassment, and sexual violence education? Does the product cover all the required VAWA aspects for sexual violence prevention education? Is the sexual violence education offered in multiple formats—an initial student course and a continuing student refresher course? Customization Does the product allow for branding by campus? Does the product allow for a single instance but different branding and information shown based on campus? Can a campus customize all components (alcohol, drugs, sexual harassment, sexual violence) in several different ways— • By customizing and adding to questions that go out in surveys; • By customizing demographic questions asked; mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu • By modifying misconduct definitions, consent definitions, information about social host laws relevant to our state, • Offices/resources available, • Relevant campus policies/codes, • Links to community information. Is this campus specific information clearly visible to students? Technical Aspects Is the platform accessible to all students? (IU will undertake an accessibility review. Vendor indicates willingness to work to make software fully accessible if our review indicates problem areas.) Does the product have a way to automatically remind students that they need to complete the modules? Is there an option to turn this feature off for certain students who have been granted a waiver for completing the modules due to past trauma? Is the product mobile responsive, interactive, and engaging? Can students start it and stop and return to where they stopped? Is it responsive or adaptive? Does it employ appropriate skip logic? Can the software intelligently adapt to the users’ beliefs or level of knowledge and show varied content based on those learning analytics? Is there the option for a system level of administration so that some content can be provisioned and controlled centrally, with separate roles and permissions for campus level administrators? Content Development & Sources Does the software include a screening tool that provides personalized feedback about risk and protective factors for alcohol and other drugs? Is the software evidence-based in its content development? Is the content regularly reviewed and updated? Is Participant supportive of feedback and requested changes from its campus partners? Data and Reporting Does the product handle single sign-on so that students do not need new logins or passwords? Does the product handle a single data feed to provision multiple campus platforms? Are the metrics provided in reports appropriate? Do reports provide trend data? Can data be retrieved from the system through APIs quickly and efficiently? Is it possible to download raw data? mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu Vendor Support & Training Does the Participant respond promptly and adequately (same day, within one-two hours) when students require technical support if they run into issues logging in? Is there same day troubleshooting? How is training provided? What other resources are available to campuses? What other services are offered beyond the educational program? Are there components that can be used for follow-up training in different settings (e.g., trainings that could be utilized by student conduct)? Proposal Responses: The Participant’s response to this proposal should include answers to the following series of questions. So that the RFP Team can easily follow the questions and responses, please assure that the question is stated immediately before the response. In addition to point-by-point responses, you may include descriptive literature if you make reference to specific contents. In reviewing the proposals, university personnel will not search through general literature. Where a question is asked, answer the question and supply any supportive detail. Any deviation from this format and sequence may result in the proposal being immediately rejected. While responses should address all solicitation items, it is important to note that we also encourage and will consider any creative ideas for improvements or cost savings related to this transaction that may not be suggested in this document. Functional, technical, and economic solutions beyond the confines of this solicitation may also be considered. The responses should address all solicitation items. However the University reserves the right to consider other ideas and solutions, or only a restricted subset of the configuration discussed in this document. All optional arrangements should be described and priced separately. All proposal responses must include: 1. The name, phone, fax number, and email address for the duly authorized mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu agent submitting the proposal. 2. Full description of company, including experience, qualifications and executive leadership chart. 3. Documentation of any intent to use another company(ies) or private individual(s) as a subcontractor(s) for any part or the whole of the services offered in response to this RFP. Indiana University reserves the right to approve or reject any subcontracting agent or to reject proposals based on the use of subcontracted work. 4. Copies of all documents that could become part of a final Agreement arising from this process. A legal review of the Participant’s proposed Agreement terms will be part of the criteria in evaluating the Participant’s offer. 5. Three references from previous clients. 6. Describe in detail your company’s capability of providing the services required. 7. Describe in detail other products and/or services your company has provided in the past 3-5 years for an institution of higher education that has a traditional student population. If your company is unable to provide engagements specific to higher education, please advise and describe in detail similar engagements your company has executed for the same time period. 8. Describe your methodology for providing these services, how you organize your team and the IU team, and how you ensure you deliver a quality product that meets expectations. 9. Describe the individual staff members in your company that would be assigned to this project. IU reserves the right to request resumes as needed. 10. Include all other things that would pertain to this type of product or service. 11. Describe how you would break down this project into specific tasks with a timeline and assigned costs as described in this RFP's Statement of Needs. Costs 12. Provide base proposal for product and installation. Indicate product licensing costs; specify pricing for each component or module. If price is per user, please indicate pricing discount levels for an enterprise solution. If both a mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu hosting and a licensing model are available, please include pricing for both options. 13. Identify any other software or hardware products that are needed along with the base product that you provide. 14. Indicate what price guarantees or caps are offered on annual maintenance and support, or any other component. 15. Indicate what price guarantees or caps are offered on annual maintenance and support, or any other component. 16. Identify training options available and costs associated with those options. 17. Identify implementation and deployment service options and costs associated. 18. Specify the complete warranty terms and conditions for all products and services. 19. For all items, indicate the timeframe or expiration date for the price quoted. If prices are subject to change, indicate the pricing beyond the expiration date. 20. Attach a copy of all relevant terms and conditions, such as sample contracts, Service Level Agreements, etc. 21. We encourage submitting vendors to be creative and flexible in offering pricing, financing, or other options. Indicate any other terms, discounts, conditions, opportunities, or arrangements that may be of value and interest to IU. Data Privacy and Security In the course of performing the activities that are the subject of this RFP, your organization and personnel may access, collect, receive, maintain, distribute, process, store, use, transmit, dispose of, and otherwise handle or be exposed to sensitive institutional data of Indiana University (hereafter, “data activities”), including but not limited to: [insert data that may be involved]. The data may be in hard copy (paper) and/or electronic format. mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu 22. Please describe the measures your organization and personnel will take to ensure that: a. all data activities are performed in a sufficiently secure manner to protect against reasonably anticipated threats or hazards to the security or integrity of such data, and to prevent unauthorized access to or use of the data; b. all data activities involving Indiana University (IU) institutional data are performed in accordance with all applicable laws and IU policies, as well as prevailing commercial best practices with regard to the type(s) of data involved. These include but are not limited to: (i) The Safeguards Rule of the Financial Services Modernization Act of 1999 (Gramm-Leach-Bliley or GLB); (ii) The Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security Rules; (iii) The Family Educational Rights and Privacy Act (FERPA); (iv) The Payment Card Industry Data Security Standards (PCIDSS); (v) The Fair and Accurate Credit Transaction (FACT) Act of 2003 and amendments thereof; (vi) Indiana University Information Technology Policy IT-12; (vii) National Institute of Standards of Technology (NIST) standards found at http://csrc.nist.gov/publications/PubsFIPS.html and http://csrc.nist.gov/publications/PubsByLR.html applicable as identified by Indiana University; (viii) General Data Protection Regulation (EU GDPR). c. you are able to detect and respond to security breaches that may expose IU institutional data to unauthorized access or use; d. as applicable, you have a written program in place to identify, detect, and address warning signs of identity theft, pursuant to the FACT Act and corresponding “Red Flag Rules;” e. you conduct regular internal security tests and/or audits including vulnerability scans, application security assessment scans and penetration tests conducted by personnel or contractors with appropriate expertise; f. you are able to promptly discover and respond to publicly-known software bugs or other security threats that may expose IU institutional data to risk of unauthorized access or use; g. you retain, and can provide to IU on request, authentication and other relevant system logs for a minimum of 60 days to facilitate mailto:jenguynn@iu.edu http://csrc.nist.gov/publications/PubsFIPS.html http://csrc.nist.gov/publications/PubsByLR.html http://csrc.nist.gov/publications/PubsByLR.html RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu the investigation of security incidents; h. in accordance with Indiana Code 4-1-10, your organization and personnel will not disclose to any third party any Social Security Numbers received or obtained from IU, except (i) as required by state or federal law or a valid court order or (ii) with prior written authorization from IU; i. your organization will notify IU immediately in the event of a breach of your electronic or paper records systems that reasonably appears to have resulted in the disclosure or exposure of IU institutional data, and cooperate fully with IU’s efforts to investigate the incident and to provide notice as appropriate to the individuals whose data was involved and to others as required by law or deemed appropriate by IU; j. IU institutional data is only accessed and used for the purpose of performing the activities that are the subject of this RFP, and will not be used for targeted marketing purposes; k. IU institutional data is only accessed and used by those personnel within your organization, or approved subcontractors, who require access to perform activities that are the subject of this RFP; l. IU institutional data will not be shared with any third party except as required by state or federal law or a valid court order, or with prior written consent from IU and the individual(s) whose personal records would be disclosed; and m. your personnel and approved subcontractors understand, accept, and have received appropriate instruction regarding their obligations to handle IU institutional data with the proper security as described above, and all such personnel and subcontractors will have read, understood, accepted, and received appropriate instruction as to how to comply with, the data protection provisions reflected in this RFP and the ultimate agreement between your organization and IU. 23. Please provide a copy of all policies and procedures within your organization that relate to the measures described in #22 above. 24. What procedures and safeguards are in place to ensure the return of University data, or provide permanent access to University data, even if the relationship terms. 25. Please provide the name(s) and contact information for the person(s) responsible in your organization for electronic and paper records security 26. Please complete the worksheet titled Higher Education Cloud Vendor Assessment Tool: https://library.educause.edu/resources/2020/4/higher- mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu education-community-vendor- assessment-toolkit#tools to provide details regarding your information management systems and practices. For more details on the Higher Education Cloud Vendor Assessment Tool (HECVAT), visit https://library.educause.edu/resources/2020/4/higher- education- community-vendor-assessment-toolkit Accessibility Please describe the measures your organization and personnel will take to ensure the following regarding accessibility. Development 27. How do you ensure that the web applications you develop meet the Web Content Accessibility Guidelines 2.0 Level AA? Please describe and provide supporting evidence of the process you follow. 28. What percentage of your software development and QA testing team is focused on accessibility? 29. Testing & Issue Tracking 30. What automated manual testing do you perform accessibility for people with impairments? Please describe your testing process in detail. 31. Does your product undergo accessibility testing prior to each major release? 32. Do you use a third-party accessibility evaluation company to verify your accessibility compliance? If so, are you willing to provide a copy of your most recent evaluation report? 33. Which assistive technologies do you test with in order to evaluate access for people who are blind or visually impaired? Please describe and provide supporting evidence of your assistive technology testing process. 34. What is your policy and process for responding to issues tagged as accessibility errors for applications in development and production mailto:jenguynn@iu.edu RFP #RFP-TEC-1010-2023 Purchasing Category Manager: Jennifer Guynn jenguynn@iu.edu environments? 35. How do you track and prioritize accessibility issues? Vendor Internal Training 36. Do your developers and project managers receive or engage in accessibility training on a regular basis? Please describe the extent of such accessibility trainings. Support 37. Do you have a designated accessibility representative to address issues or questions and provide oversight related to the accessibility of your product? 38. What methods do you use to inform customers of accessibility errors? mailto:jenguynn@iu.edu