RFP Final Assignment

By: Christina Morel

IT MGMT Summer 2016 Professor Zemke
June 2016

XCitement Graphics
Request for Proposal
(RFP)
Abstract
XCitement Graphics is an expanding business in search of
a content management system to better organize, maintain, and
store company information to improve day-to-day operations.

Contact:
Steve Connors
XCitement Graphics
(XXX) XXX XXXX
Company Address
Tulsa, OK XXXXX
Steve.Connors@gmail.c
om
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Letter of Invitation

June 20, 2016

Dear Sir or Madam:

Subject: Request for Proposal XCitement Graphics
You are invited to submit proposals for an expanding graphic design business
in Tulsa, OK, which could lead to a contract between your firm and XCitement
Graphics. The objectives of this request aim to locate a new content
management system for three linked businesses that offers a way for all
stores to communicate, share and organize data, create orders, and an
overall better technological system to improve day-to-day operations. The
proposer will be identified as client throughout RFP.
Please see a select few of the mandatory topics we cover within our
proposal:
Hardware and Software Requirements
Schedule of Implementation & Training for Staff
Budget Planning
Mandatory Requirements
Security
Qualifications
We will select a client that meets the above listed needs for our business.
Our proposal includes the following documents:
Letter of Invitation
Schedule of Implementation
Needs Assessment
Contract Term and Deadlines
Proposal Submission Form
Please inform us if you have received this request for proposal and would like
to submit a proposal for XCitement Graphics. Thank you for your time and we
anticipate learning about all that your company has to offer.
Sincerely,

Steve Connors
Steve Connors
Owner XCitement Graphics
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Table of Contents

Cover Sheet..pg. 0
Letter of Invitationpg. 1
Table of Contentspg. 2
Who We Are.pg. 3
Purpose/Goals..pg.3
Schedule of Events.....pg.3
Selection of Proposal....pg.4
Standard and Special Terms of Conditions.pg.4
Project Summary..pg.5
Schedule of Implementationpg.5
Contract Term & Deadlines..pg.5
Needs Assessment.....pg.6
Mandatory Requirements.pg.6
Security..pg.6
Budget.pg.6
Training..pg.7
Qualifications.pg.7
Code of Conduct and Appearance..pg.8
Evaluation Method and Award.pg.8
Proposal Submission Form.pg.8-9
Conclusion..pg.9
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Who We Are
XCitement Graphics is a medium-sized company located in Tulsa, Oklahoma.
XCitement Graphics started out as a small family company, but has recently
acquired 2 other businesses in the Tulsa area. We produce custom sign and t-
shirts (in bulk), and also design graphics that are used in the signs, shirts,
logos, or logo redesigns. XCitement Graphics currently has 3 different
locations open with a desire for further growth.
Current Faculty and Staff
3 secretaries
1 accountant located in original/main store
6 graphic designers (2 at both locations)
9 layout specialists (3 at each store)
15 print operators (5 at each store)
9 warehouse men (3 at each store)
2 delivery men (located at home store)
Purpose/Goals
XCitement Graphics currently has a chain of stores in three locations within
Tulsa. Our company is in need of one content management system to better
assist daily work functions. This system must provide 3-way communication,
an ordering system, and a database with all store information. XCitement
Graphics has a total of 45 employees. All locations have different computers,
software, and servers. The main purpose of this project is to work with an IT
company that can, at minimum:
Provide all stores with Macintosh hardware and software
Locate a way to share all files across all 3 stores
Acquire an internal instant communication system between stores
Provide a type of GPS tracking system for delivery men to
communicate with stores
Provide all functions in 1 system i.e.: ordering, accounting, and
production
Instill excellent training, regular maintenance, and provide support to
staff
Schedule of Events (Tentative)
RFP Release Date, June 20, 2016
Deadline for Receipt of Written Inquiries, July 4, 2016
Written Responses Distributed, July 10, 2016
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Proposal Due Date, July 28, 2016
Proposal Public Opening Date/Time, July 29, 2016
Evaluation Period, July 30 August 12, 2016
Anticipated Contract Award, August 25, 2016

Selection of Proposal
Upon review of offers, we will select a client that meets all minimum
requirements, offers a budget that meets the needs of XCitement Graphics,
and a client that is able to provide a timely and manageable implementation
of a system. Please allow 4-5 weeks before receiving a statement in response
to proposal. We will send a written response on whether we have accepted or
rejected the proposal in a sealed envelope marked Confidential Proposal. It
will be opened when the technical portion of the proposal has been
evaluated.
Standard and Special Terms of Conditions
A. All offers made to XCitement Graphics are the property of XCitement
Graphics. All matter sent in proposal are subject to state laws regarding
freedom of information, privacy, and all rules. Do not disclose the RFP with
other businesses.
B. XCitement Graphics will determine the timing and decisions regarding any
changes to this request for proposal.
C. The client agrees that the proposal will be responded to within 60 days of
viewing. Time may be extended upon request 10 days before the 60-day
deadline.
D. XCitement Graphics may choose to cancel this RFP at any time.
E. The client will assure XCitement Graphics that all information sent back to
us is accurate and credible. Any additions or deletions must be approved by
XCitement Graphics. All employees designated to assist in the
implementation of the needs of our company must be reported to our
personnel up to a week before beginning implementation. No employees
designated may be changed without prior notice to XCitement Graphics.
F. Costs and expenses sent to XCitement Graphics are the responsibility of
the client.
G. Client must be able to present reasoning for all aspects of proposal sent to
XCitement Graphics.
H. Client may not change proposal once sent to XCitement Graphics.
Suggestions may be made and will be subject to the owner of XCitement
Graphics.
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I. The client may not work with another client in creating a proposal for
XCitement Graphics without consent by owner of XCitement Graphics.
Another client may not assist or see RFP sent to XCitement Graphics.
J. Any and all responses made to this RFP must follow all instructions, have
all signatures, answer questions, and meet deadlines. Failure to do so may
result in the termination of your proposal for consideration by XCitement
Graphics.
K. This contract will represent the agreement between client and XCitement
Graphics. No prior discussions are valid after RFP is sent to client. The state
will not assume liability for terms of contract until XCitement Graphics has
deemed the contract is accepted and approved.
L. XCitement Graphics reserves the right to deny or accept any and all
proposals received.
Project Summary
Provide a content management system with appropriate hardware and
software to XCitement Graphics employees and management within allotted
time frame. This system will provide better communication and action to
assist in day-to-day work functions. The system provided by the client will
better the distribution processes for XCitement Graphics. It will improve
overall processes and delicately secure store information. Client will be
available and provide timely support to employees and management. Please
see purpose/goals section for further detail on page 4.
Schedule of Implementation
Client will provide XCitement Graphics a detailed schedule of implementation
for each assignment using the following format below.

Assignment Assigned Store/Emplo Dates &

Worker yee Needed Times
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Contract Term & Deadlines

XCitement Graphics would like to have a long-term partnership with the
client selected if companys needs are met and business operations better
from new system, hardware, and software provided. Client must meet all
deadlines of proposed work, with appropriate communication throughout all
of project if there are any issues that occur. The contract may not be
canceled until at least one year of service is fulfilled. There must be 6
months notice prior to cancellation of contract. There must also be closing
meetings held with company leaders in reference to the cancellation of
contract. A cancellation contract will be signed and filed with XCitement
Graphics.

Needs Assessment
The client agrees to demonstrate communication with XCitement Graphics if
there are any specific situations, opportunities, problems, issues, or needs
that occur during project implementation. XCitement Graphics also agrees to
follow these terms with the client. The client will fulfill all needs of XCitement
Graphics listed in contract to the best of their ability. If any issues occur, the
client will alert company management and staff immediately. Failure to follow
these terms listed will result in the termination of contract.
Mandatory Requirements
Hardware Requirements Mac
a. Client will list and provide type, manufacturer, & model of Mac PCs
for stores
b. Excellent security and control
c. Costs to be within negotiated budget
d. Listing of any needs regarding environmental control (temp,
electrical, etc.)
e. 2-3 computers per store (3 stores)
Software Requirements
a. Must be compatible with Mac Computers
b. Client will list and provide type, manufacturer, & model of Software
for stores
c. Excellent security and control
d. Costs to be within negotiated budget
e. Software procedures and responsibilities will be provided by client
for management and staff
f. One content management system (delivery men must also have
ability to communicate with others through system)
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g. Ease of use for staff & customers

Security
The client will provide an excellent security software and backup system for
XCitement Graphics. In addition, the client will not disclose any private
company information with other entities. The client will provide IT support
regarding security software and backup and provide security during entire
time of contract with XCitement Graphics.

Budget
The client will provide detailed estimates of prices for management system
for XCitement Graphics that will meet needs required. The estimates will be
prepared with details such as installation costs, IT support costs (remote and
in-store), maintenance costs, costs for training, costs for hardware and
software, and any other unforeseen charges that may occur. Prices may be
negotiated at time proposal is accepted for further serious consideration. The
client will prepare cost estimates within a level of accuracy of +10% of true
cost.

Training
The following is a tentative schedule of how we would like our staff to be
trained and during what periods of time. We would like to perform training
one store at a time, with extra time allotted for any difficulties or errors that
might occur. This chart will be further outlined and detailed once client
provides details of what each training and installation sessions will consist of
and how much time the system will take to train. Our goal is to have training
and installation completed within 2-3 months, with a 4-month maximum.
Please provide us with your own suggested composition and task
assignments within our allotted time frame in order for this assignment to be
executed effectively.
Tasks Trainer Trainee Dates &
Times
Training of Client Accountant Within 2-3
Services, and Store Months,
Software, and Owner Approx. 2-3
Hardware (individually) Hours a Day,
3x a week
Training of Client Store 1 Within 2-3
Services, employees Months,
Software, and (as a group) Approx. 2-3
Hardware Hours a Day,
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3x a week

Training of Client Store 2 Within 2-3

Services, employees Months,
Software, and (as a group) Approx. 2-3
Hardware Hours a Day,
3x a week
Training of Client Store 3 Within 2-3
Services, employees Months,
Software, and (as a group) Approx. 2-3
Hardware Hours a Day,
3x a week
Training of Client Warehouse Within 2-3
Services, Men and Months,
Software, and Deliver Men Approx. 2-3
Hardware (As a Group) Hours a Day,
3x a week
Training of Client Graphic Within 2-3
Services, Designers Months,
Software, and (individually) Approx. 2-3
Hardware Hours a Day,
3x a week
Training of Client Layout Within 2-3
Services, Specialists Months,
Software, and (individually) Approx. 2-3
Hardware Hours a Day,
3x a week
Training of Client Print Within 2-3
Services, Operators Months,
Software, and (individually) Approx. 2-3
Hardware Hours a Day,
3x a week

Qualifications
Please provide detailed and relevant services provided within the last five
years that best illustrate the clients qualifications. Please include details
such as name of assignment, number of staff required, name of client,
amount of time spent on project, and an overall summary of the project.
Client must provide contact information for previous assignments.
Code of Conduct and Appearance
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The client selected by XCitment Graphics will have all employees of client
conduct themselves in a professional and courteous manner during
execution of all tasks, including but not limited to training and installation.
Workers are expected to be clean and neat in appearance, as training might
occur during store hours while customers are present.
Evaluation Method and Award
Client will be evaluated during beginning of project, mid-project, and after
project is completed. Management will conduct surveys and evaluate
services provided with staff in order to ensure the project is running
smoothly. The client and XCitement Graphics agree to keep in regular contact
in order to make sure all projects and parties are satisfied with project
implemented.
Proposal Submission Form
LETTER OF INTENT TO SUBMIT A PROPOSAL
State of Oklahoma
RFP for XCitement Graphics
Return to:
Steve Connors
XCitement Graphics
(XXX) XXX XXXX
Company Address
Tulsa, OK XXXXX
Steve.Connors@gmail.com
Return Deadline: July 4, 2016
The client below intends to submit a proposal in response to the above referenced
RFP.
Note: This letter is non-binding and does not obligate the sender to submit a
proposal.
The client below has reviewed the entire RFP, and if selected, accepts XCitement
Graphicss standard contract and conditions (provided in the RFP) in their entirety
and without amendment.
Name:
Mailing Address:
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Contact Person:
Telephone:
FAX:
Email:

Signature: ___________________ Title ________________________ Date:

________________

Conclusion
XCitement Graphics thanks you for your time in reading and considering this
request for proposal. We hope and look forward to working with you. We are
a family-owned business in need of an up-to-date, reliable, and excellent
content management system for the future expansion of our business chain.
Please see proposal submission form on final page of RFP in order to submit
your interest in fulfilling our RFP. Client will explicitly state needs and
questions in regards to working with XCitement Graphics prior to signing with
XCitement Graphics. Client will disclose any and all renewal options, prices,
and/or normal processes implemented when working with a company such
as XCitement Graphics.

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