event registration software bid rfqq# bl-2689 western ... · can be integrated w/ crm (salesforce,...

Event Registration Software

Bid RFQQ# BL-2689

For

Western Washington University

Prepared by:

Sandra Krantz Xenegrade Corp.

7282 55th Avenue E. #120 Bradenton, FL 34203-8002

Phone: 941-739-9234 ext. 104 [email protected]

mailto:[email protected]

Certified Letter of Submittal

7281 55th Ave. East #120 Bradenton, FL 34203-8002 Phone: 941-739-9234 www.xenegrade.com January 19, 2015 Ms. Barbara Lewis Western Washington University 516 High Street MS 1420 Bellingham, WA 98225 Dear Barbara,

We are pleased to respond to your Request for Proposals # RFQQ# BL-2689 regarding Event Registration Software. This reply should answer all the questions you have requested. If you require further detail on any of the following, please do not hesitate to contact us. We look forward to supporting your research process. Xenegrade Corp. has been providing Student Registration Systems since 1991. The current 100% web based

student registration system, XenDirect, has been used by Xenegrade customers since 2004. There are thousands

of users that access XenDirect daily to manage their continuing education and workforce development programs

throughout the world. Our customers are located throughout the US, Central America and Europe.

Headquarters location: Xenegrade Corp. 7281 55th Ave. East #120 Bradenton, FL 34203-8002 Phone: 941-739-9234 Point of Contact: Sandra Krantz, Director of Sales Phone: 941-739-9234 ext. 104 Email: [email protected]

http://www.xenegrade.com/


Xenegrade Corp. Principal Officers:

Rick Stern, President, Phone: 941-739-9234 ext. 103, Email: [email protected] Xenegrade Corp., 7281 55th Ave. East #120, Bradenton, FL 34203-8002 Scott Searles, Vice President, Phone: 941-739-9234 ext. 102, Email: [email protected] Xenegrade Corp., 7281 55th Ave. East #120, Bradenton, FL 34203-8002

Xenegrade Corp. Legal status of the Vendor is Corporation. Xenegrade was incorporated in July 2002 but True Silver Software was the original company founded in 1991. Xenegrade Corp. is a privately held corporation. Rick Stern is CEO and founder of True Silver Software and Xenegrade Corp. Federal Employer Tax Identification number is 65-1130141

Location of the facility from which the Xenegrade Corp. operates: Xenegrade Corp., 7281 55th Ave. East #120, Bradenton, FL 34203-8002

Xenegrade Corp. does not employ any State employees or former State employees employed or have on the Xenegrade’s governing board as of the date of the proposal.

We look forward to contributing to your success!

Warm regards,

Scott Searles Vice President Xenegrade Corp. 7281 55th Ave. East #120, Bradenton, FL 34203-8002



1

Contents

Technical Proposal ...................................................................................................................................................... 2

Xenegrade reply to Section 1.2 and Exhibit A ........................................................................................................ 2

Authentication/SSO ............................................................................................................................................ 2

XenDirect’s User Interface .................................................................................................................................. 2

Application Performance (UI) ............................................................................................................................. 2

Failover/Disaster Recovery ................................................................................................................................. 2

Technical/Functional Support ............................................................................................................................. 2

Exhibit A ...................................................................................................................................................................... 3

Additional Feature Details referenced in Exhibit A ................................................................................................ 9

Project Approach .................................................................................................................................................. 13

Work Plan ............................................................................................................................................................. 14

Management Proposal ............................................................................................................................................. 15

Project Management ............................................................................................................................................ 15

Staff Qualifications / Experience .......................................................................................................................... 16

Xenegrade Experience .......................................................................................................................................... 17

Xenegrade References .......................................................................................................................................... 17

Related Information .............................................................................................................................................. 18

Cost Proposal ............................................................................................................................................................ 19

Option 1 Annual Licensing 60 Admin Users .......................................................................................................... 19



Option 3 Long Term Licensing Unlimited Admin Users ........................................................................................ 22

Option 4 Data Conversion One-Time Cost (Optional) .......................................................................................... 23

Option 5 – Custom Scope of Work Student Insert from Landing Page ................................................................ 24

EXHIBIT B ................................................................................................................................................................. 0

Exhibit C .................................................................................................................................................................. 1

2

Technical Proposal

Xenegrade reply to Section 1.2 and Exhibit A

Xenegrade’s student registration system XenDirect is a cloud based system provided fully hosted by Xenegrade.

We offer custom integration and solutions for our clients including but not limited to:

Authentication/SSO

CAS

Shibboleth / LDAP

Xenegrade can implement your preferred method of authentication. A technical conference call will be

scheduled to collect your preferences and Xenegrade provides a statement of work for your approval. Once

approved tasks are added to the implementation schedule.

XenDirect’s User Interface

XenDirect is Web based with the two primary portals https student portal and https admin portal

XenDirect supports all major browsers (IE, Safari, Firefox, Chrome)

Application Performance (UI)

XenDirect UI response time to data entry/save should be < 5 seconds or less. Because we are a web-based

application any performance of the WWU internet access can impact this.

Failover/Disaster Recovery

A minor hardware failure would cause no interruption in service to our clients as we easily move services from

one redundant server to another.

In the event of database damage or corruption, a switch to failover site is less than one (1) hour.

Technical/Functional Support

Xenegrade Support is available during normal working hours 8:00 am – 5:00 pm PST

Standard support utilizes the following hierarchy of support steps to provide all support activities:

First: Online Support Center

Second: Phone Support

Third: Remote Connection Support

Online Support Center

The online Support Center is the first line of contact for support. The online Support Center includes the

XenDirect help files (knowledgebase) and a support ticket system used to report all errors or submit questions

about XenDirect. The Support Center is monitored 24/7.

If Xenegrade deems that the ticket system is not adequate for a submitted issue, Xenegrade will contact the

customer directly regarding the support issue. When relevant, Xenegrade support staff may use a remote

connection application to connect to the user's computer to observe the issue at hand.

Emergency Support

3

For fastest service, even emergency situations should be submitted through the Support Center. When a new

support ticket is submitted and tagged as “Emergency” priority, the Support Center automatically sends a text

message to the support staff on duty. This immediate communication allows the support staff to start

researching the issue as soon as possible, even outside normal business hours.

Xenegrade has provided program licenses for unlimited users (web) in technical specifications and cost proposal.

On-site startup and web-based training have been included as options, commissioning, documentation, training

guiding documents, support, and customization of the program have been included as exhibits and costs for

these items is in the cost proposal.

Exhibit A

Note: When a feature is tagged as standard in comments section, this means it automatically is available in

XenDirect and is a regular standard feature included.

Category Event Registration Software Technical Requirements

XenDirect Supports Comments

Customer User Account

External Login Yes Standard

Single SignOn Yes Custom price included

Profile: Person Relationships Yes Standard

Profile: Registration History Yes Standard

Profile: Contact Information Yes Standard

Membership Management Yes Standard

Course Evaluations Yes Standard

Event Independent Product Purchases Yes Standard

Track test results (user-defined: placement, ged, etc.)

Yes Standard

Manage account group (family, employees, etc.) Yes Standard

Shopping Cart Pay-once: Multiple Events/Courses Yes Standard

Pay-once: Multiple people (family) Yes Standard

Pay-once: Multiple people (corporate) Yes Standard

Discounts / Financial Aid

General Promo-code Yes Standard

Use-Once Promo-code Yes Standard

Date-range restricted fees Yes Standard

Quantity (Multi-event/course) Yes Standard

Membership (reduced-fee customer groups) Yes Standard

Scholarships / Grants / Other Funding Sources Yes Standard

Membership (reduced-fee customer groups) Yes Standard

Scholarships / Grants / Other Funding Sources Yes Standard

Fees / Purchases / Refunds

Mandatory Fees Yes Standard

Optional Fees Yes Standard

Refunds: General, Partial, In-full Yes Standard

4

Refunds: Store Credit (e.g.: A.L.L.) Yes Standard

Administration View/Change event info Yes Standard

View/Change registration info Yes Standard

Drill-down into Event / Registration data Yes Standard

External Client administrative roles / tools Yes Standard

Instructor roles / tools Yes Standard

Holds (prevent registration) Yes Standard

Reporting Good selection of canned reports Yes Standard

Power-user custom queries / reports Yes Standard

IT-user query / report dev Yes ODBC included in pricing

Community / Developer Sharing Yes Standard

Print to template (Avery, etc.) Yes Standard

Data export -- raw Yes ODBC included in pricing

Dashboard / Key Performance Indicators (KPI) Yes Standard

Surveys & Evaluations Yes Standard

Mail-merge letter / email templates Yes Standard

Registration -Customer

Online Yes Standard

Offline / via admin (by paper, contract, etc.) Yes Standard

Custom data fields Yes , Some request more if needed

Standard & Custom Options

Work-flow style (requirement checklists, save/exit/return, abandoned shopping cart)

Yes Standard

Wait-listing Yes Standard

Authorization Code (private reg) Yes Standard

Accept Payment: CC Yes Standard

Accept Payment: PO Yes Standard

Accept Payment: Bill Later / Bill to Account Yes Standard

Accept Payment: Partial up-front Yes Standard

Accept Payment: Complimentary (speakers, other no-charge attendees)

Yes Standard

By Quantity (20 Anonymous seats, etc.) Yes Standard

5

Registration

Management

Email Customer Yes Standard

Track Communication (email, letters, phone calls, etc.) Yes Standard

Admin Notes Yes Standard

Modify Yes Standard

Transfer (class splits, etc.) Yes Standard

Transfer registration to another customer Yes Standard

Email Scheduler Yes Standard

Turn online registration on/off Yes Standard

Event Set Up Copy Event Yes Standard

Items & Fees Yes Standard

Workshops / Break-outs Yes Standard

Instructors Yes Standard

Enrollment Caps Yes Standard

Custom / User-defined fields Yes, some Request

additional if

needed

Standard

Age Caps (min / max) Yes Standard

Event Cancellation workflow / tasklist / notify attendees or

managers

Yes Standard

Email Confirmations Yes Standard

Programs /

Series (multi-

event;

certificate)

Track Progress Yes Standard

Pre-requisites Yes Standard

Applications Yes Standard

6

Training Initial purchase Yes Standard

On-going: Video Tutorials Yes Standard

On-going: Knowledge Base Yes Standard

On-going: by Contract / special request Yes Standard

User Forums Yes Standard

Annual Conferences Yes Standard

Documentation Yes Standard

Sandbox (access to training / text version of product) Yes Standard

Helpdesk Case / Ticket System Yes Standard

Email / Phone help Yes Standard

Responsive (interview clientele) Yes please contact

XenDirect Users

Above &

Beyond

Online / Integrated Help Yes Standard

Payment

Gateway

Integrate with CashNet Yes Standard

PCI Compliant Yes Standard

Back-end Data

Connectivity

Full CRUD (Create/Read/Update/Delete) Yes Standard

ODBC, Web Service, API Yes, ODBC and

Web Services

We can use

API of your

other Apps

Security Role-based admin privileges Yes Standard

Client Access (external clients) Yes Standard

SSL (https) Yes Standard

Audit Logs (Track / Undo Admin User changes) Yes Standard

Course

Management

Attendance Yes Standard

7

Grades Yes Standard

Assignment Tracking / Grading Yes Standard

Marketing CRM (also available as a separate solution) Yes, some CRM

features built-in

Also offer

integration

Social Media Referencing Yes Standard

Online Course Catalog Yes Standard

"Featured" offerings Yes Standard

Events Calendar Yes Standard

Event Search Yes Standard

Mailing List Generator Yes Standard

Inquiry Form Yes Standard

Email a Friend Yes Standard

Contact Lists (staff, instructors, vendors, by expertise, topic,

notes

& documents, certifications, etc.)

Yes Standard

SEO (google search, etc.) Yes Standard

Usability Responsive design (mobile-friendly) Yes Standard

Easy comprehension level (registrant experience) Yes Standard

Easy comprehension level (admin experience) Yes Standard

Logistics Yes Standard

Resource Management Yes Standard

Invoicing Yes Standard

8

Track tasks / deadlines Yes Standard

Conflict Detection (rooms / dates / times / instructors / etc.) Yes Standard

Location Manager Standard

Other Branching (unique sites, administration; shared resources) Yes – shown in

pricing

Standard

offering

Hosted (cloud /SaS) Yes Standard

Financial

Management

Good selection of canned reports Yes Standard

Extended Data Properties (account codes, etc.) Yes Standard

Instructor Payroll / Compensation Yes Standard

Budgeting Tools Yes Standard

Analysis Tools Yes Standard

Billing / Invoicing Yes Standard

9

System

Integrations

Stand-alone Yes Standard

Can be integrated w/ Banner Yes Custom

price

shown

Can be integrated w/ Cashnet Yes Standard

Can be integrated w/ Canvas (LMS) Yes Custom

price

shown

Can be integrated w/ CRM (Salesforce, Microsoft Dynamics,

etc.)

Yes Custom

price

shown

Custom Yes Available

Additional Feature Details referenced in Exhibit A

For custom integration implementations Xenegrade provides a statement of work after a conference call with

your designated point of contacts from your technical staff. This way we know exactly what you would like to

occur and it is built into our implementation plan with tasks and deliverables.

All program licenses for unlimited users (web), on-site startup, commissioning, documentation, training, support,

and customization of the program pricing is shown in the Cost Proposal.

10

The following details are key features details that might be of interest:

Cancel multiple sections at one time. From Admin Menu of XenDirect > Select one or more Course Codes and set all options as desired. You can Change Course Section Status, Append to Course Section Note, Change Assignment Status for all students, Send Email Notification Options to students, instructors and departments all at once, Update Financial Options with Add Refund/OnAccount Transaction(s), Refund/OnAccount Reason, Adjust Invoice Balance (Refunds) if desired. All from one form and a few clicks.

New Certificate Download feature allows a student /client to download a certificate from their MyAccount »» Registrations section of the Web Registration module.

Did you know that some fields in a search list are links in XenDirect? These links provide shortcuts to common areas. Example 1: After searching Clients, both the Client ID and Client Name are links. Example 2: After searching Course Sections, both the Course ID and Section ID fields are links. There are many others.

User Conference: Save the Date! The 2015 Xenegrade User Conference agenda and registration details

should be available within one week. This year's conference will be almost all hands-on and direct application. Meanwhile, be sure to save the dates on your calendar, May 14-15

For customers who possess an active Ed2Go, ProTrain or Ed4Online reseller account. XenDirect

integration makes the task of managing the courses and registrations much easier. The XenDirect integration performs these functions:

Automatically downloads the current course sections from Ed2Go, ProTrain or Ed4Online into XenDirect.

Provides an easy function to transfers Ed2Go, ProTrain or Ed4Online offerings into your student portal site’s offerings.

Allows existing offerings to be tagged as Ed2Go, ProTrain or Ed4Online course sections.

Electronically sends registration information from XenDirect to Ed2Go, ProTrain or Ed4Online.

Sends an email regarding Ed2Go, ProTrain or Ed4Online login and registration to the registered client.

11

Snapshots are an overview of key information and statistics important to daily decisions, marketing, and analysis. Snapshot show on key areas of XenDirect: Student/ Client, Course, Section and Company

12

Providing excellent customer service is the primary focus of Xenegrade staff. Whether it is replying to a support

center ticket submission or building a new high demand feature into XenDirect, meeting customer needs is

priority. However, providing a superb online registration management system and responding to user inquiries is

just the foundation for the balance of the customer services provided. Xenegrade also provides:

Implementation and installation Project Management Data conversions and import Third party software integration Application training Customization design and development Consulting services Xenegrade Corp. Is a privately held company. Our sole focus is student registration systems. Xenegrade Corp. specific experience in installation, training and implementation of like projects includes hundreds of similar institutions like Western Washington University. Xenegrade’s philosophy has always been to provide scalable and affordable registration systems. Enhancing and automating educational registration programs along with fast response support times and extensive system features, some of which are exclusive, are a major focus of Xenegrade. XenDirect allows instant analysis of the registration details, with an objective to increase revenue while decreasing cancellation rates. XenDirect is easy to use yet powerful and full featured. Our company founder came from the continuing education industry and understands your unique requirements. Our constant communication with clients, trade associations and related education vendor technologies provide our clients services that can be addressed by technology. XenDirect helps make your staff smarter, faster and more productive then using other tools.

13

Project Approach

Your implementation by Xenegrade will be supported by Sandra Krantz as Project Manager for On-boarding

process. Sandra will provide you a detailed implementation schedule for your review and approval containing all

due dates, tasks, training and coaching sessions. Any changes or modifications to the schedule you request will

be updated for you by Sandra. Your Kick-off meeting is hosted by your project manager and we answer any

questions you may have before the project begins. Once the schedule has been approved you will be assigned a

trainer, Scott Searles who will deliver your scheduled training. Scott has been a member of the Xenegrade team

since 2004 and has a deep understanding of XenDirect Student registration system and how the various functions

relate to your programs. At any time your staff can engage technical support / customer care.

In addition to our Kick Off meeting, you can request a Jump Start session before training begins. This is a

navigation tour of the system where your project manager will help your team prepare for the training ahead.

We point out all the key data points and important choices you will be making during your XenDirect setup and

answer questions you may have. Your project manager will follow the implementation schedule and reach out to

your designated point of contact when needed during the project, but you are also welcome to call or email at

any time.

When custom integration is selected we also add one or more technical conference calls into your

implementation schedule. Xenegrade provides a statement of work for custom features and integration requests

to confirm the details of your requirements. Once you approve the statements of work tasks and deliverables are

added to your implementation plan with due dates.

After your training sessions we provide coaching sessions which are user defined topics and a site review by

Xenegrade to make sure you are ready for your Go-Live date. At each phase of the project we are here to help

you with a successful launch.

We understand that multiple departments from Western Washington University will participate in the

implementation process and can allow accommodations for this in the project plan. If Western Washington

University elects for multiple branches of XenDirect we can change the training and implementation plan to

follow exactly how you would like to bring up the system by department.

Non-Credit Programs Credit-Option Programs Professional Development Continuing Education Conferences Youth Programs Academy for Lifelong Learning Intensive English Program (IEP) Asia University Program (AUAP) International Programs

14

Work Plan

We have included a sample implementation plan for your review. The dates and timeline can be changed to best

fit your requirements.

We also help you prepare to have the correct staff members in the correct training sessions by their function. We

suggest you have at least two staff members attend all training and coaching sessions. This way you have what

we call Power Users or System Admin of XenDirect on staff.

See attachments of Training Outline. Coaching Session Topic list and Work Plan. Coaching sessions are user

defined so we cover the topics most beneficial to your team. We also review your system settings and set up and

help you make any adjustments before your go-live date in coaching sessions.

During you implementation your project manager also sends out additional materials such as step by step

practice instructions, videos and links to help from the knowledge base of XenDirect as you step forward in the

process. So at each stage you have exactly what you need to prepare for your Go-live date.

Task Start Date Due Date % Complete Category Notes Assigned Kick-Off meeting 02/16/15 02/16/15 General Business Review & revise schedule if needed Q&A discussion WWU & Xenegrade

confirm payment gatway details and project plan 02/16/15 02/16/15 General Business settings & accounting requirements include finance dept. WWU & Xenegrade

request user names from WWU for set up in practice training site 02/16/15 02/16/15 General Business Send Xenegrade Names of Users for Login Creation WWU & Xenegrade

Technical Custom Kick Off Conference Call 02/17/15 02/17/15 Custom Technical Staff WWU and Xenegrade define SOW Custom requirements WWU & Xenegrade

Student Portal set ups 02/23/15 02/23/15 General Business Confirm URL style WWU & Xenegrade

WWU sends urls and graphics 02/23/15 02/23/15 Student Portal Send colors, logo and graphics to Xenegrade for set up WWU

WWU sends graphics 02/23/15 02/23/15 Student Portal reviewed by Xenegrade Xenegrade

Training Session 1 02/23/15 02/23/15 Training 2 hour web training with Xenegrade 10:00am to 12:00 noon WWU & Xenegrade

Setup Admin and WebReg(s) 02/23/15 03/02/15 Portals set up by Xenegrade Xenegrade


Receive Sample Data for Conversion 02/16/15 03/02/15 Data Send a sample batch of data for conversion WWU

Advise of Data for conversion 03/04/15 03/04/15 Data Xenegrade advises on data Xenegrade

Receive Final Data for Conversion 03/09/15 03/09/15 Data review and advise on final data sent WWU & Xenegrade

Test Payment Gateway 03/16/15 04/01/15 Gateway testing gateway on course / student payment WWU & Xenegrade

Convert data 03/09/15 03/16/15 Data Data loaded site ready for additional settings Xenegrade


Coaching Session - Settings and Site 03/23/15 03/23/15 0 Training Xenegrade reviews what you have done so far and helps you with advanced features WWU & Xenegrade

Coaching Session - review student and finance 03/30/15 03/30/15 0 Training Xenegrade reviews what you have done so far and helps you with advanced features WWU & Xenegrade

Custom Integration & ODBC Set Up 02/16/15 04/01/15 0 Custom custom set up schedule defined with your IT staff schedule and timeline created at kick off WWU & Xenegrade

Go-Live 02/16/15 04/01/15 0 Go-live all tasks complete ready for go -live date WWU & Xenegrade

15

Management Proposal

Project Management

Primary point of contact from Xenegrade Corp. is Sandra Krantz

Sandra Krantz leads Sales/Marketing and Project Management departments. Sandra and her team are

responsible for negotiating contract terms, scopes of work, assisting clients with implementation and project

management.

Your implementation by Xenegrade will be supported by Sandra Krantz as Project Manager for On-boarding

process. Sandra will provide you a detailed implementation schedule for your review and approval containing all

due dates, tasks, training and coaching sessions. Any changes or modifications to the schedule you request will

be updated for you by Sandra. Your Kick-off meeting is hosted by your project manager and we answer any

questions you may have before the project begins. Once the schedule has been approved you will be assigned a

trainer, Scott Searles who will deliver your scheduled training. Scott has been a member of the Xenegrade team

since 2004 and has a deep understanding of XenDirect Student registration system and how the various functions

relate to your programs. At any time your staff can engage technical support / customer care.

Xenegrade does not have any sub-contractors involved in the performance of this contract.

16

Staff Qualifications / Experience

Sandra Krantz – related experience Director of Sales Xenegrade Corp. June 2013 – Present (1 year 7 months) Over 17 years of Information Technology industry experience leading sales, marketing and technology staff team members. Serving fortune 500 and mid-size corporations, education and government clients with technology solutions. Individual contract awards in excess of one million dollars to small implementations. Technology projects include but are not limited to:

SAAS Agreements and Implementations

Custom Application Development Projects

National Roll-outs of Technical Service Contracts

National Roll-outs of Training Implementations Projects

Manage Development of Technical Support documentation and Custom Training

materials for a variety of information technology projects.

Disaster Recovery Consulting and Data Center Services Projects

Security Consulting Professional Services Engagements

Wide Area Networking Implementations

Data Center Builds and Migration Projects

Good understanding of mainframe, mid-range, client server and cloud computing

environments.

Scott Searles - related experience Xenegrade Corp. 2004 – Present (10 year 6 months) Vice President Over 15 years of Information Technology industry experience with a focus on student registration systems, application development of web-based applications, ecommerce and industry specific applications.

SAAS Agreements and Implementations

Custom Application Development Projects

Manage Development of Technical Support documentation and Custom Training

materials for a variety of information technology projects.

Technical programing skills include T-SQL, REST, ColdFusion, SOAP

Database Design, Data Maintenance, Database Security and Database Management

Network Administration - Network Performance Tuning, LAN Knowledge, Network

Design and Implementation, Problem Solving, Strategic Planning.

Data Center Management and Technical Support Management

17

Xenegrade Experience

Xenegrade Corp. has been providing software solutions that manage non-credit organizations for over 20 years. Our staff includes people who have worked as Directors and Administrators of organizations with vast knowledge in running an effective Continuing Education program. Our customers range in size from 2 admin users to over 300 with as many as 50,000 students served per year. Our customers are located throughout the US, Central America and Europe. This knowledge and experience were combined to create XenDirect, our 100% Web-Based Student Registration system designed to meet the needs of continuing education. Xenegrade was incorporated in July 2002 but True Silver Software was the original company founded in 1991. Xenegrade Corp. is a privately held corporation. Rick Stern is CEO and founder of True Silver Software and Xenegrade Corp.

XenDirect is a powerful student registration system with a host of features unmatched by any other software, and at a budget friendly cost. You can manage all your registration data in one, integrated, cloud-based system with nothing to install. Xenegrade Corp. sole business is student registration systems. All supporting staff members to your program are Xenegrade employees.

See staff qualifications section for related experience of Sandra Krantz and Scott Searles your primary contacts.

Xenegrade uses a project management software that allows us to see and schedule staff resources for new implementations and custom features such as integration projects or custom programing. This way we can make sure no single team member has an overload of projects at any given time.

All the team members at Xenegrade Corp. know our application XenDirect very well. If called upon to serve in

additional roles any team member here at Xenegrade could perform a supporting role for you at any time in

training, project management or technical support. We have never had any occasion where any staff

substitutions needed to occur. If in the case of accident or injury of a member of your project team the University

could elect to reschedule or accept another qualified team member from Xenegrade to handle the task.

Xenegrade References

Hosea Lee, Information Technology, Northwestern University, 1801 Maple Avenue, Evanston, IL 60208 Phone:

(847) 491-5283, Email: [email protected]

G V Krishnan, University of Houston, One Main Street,Houston, TX 77002 Phone: 713-221-8478, Email: [email protected] Michael Link, Information Technology, University of Belize, Belmopan Central Campus, Hummingbird Ave PO Box 340, Belmopan, Belize Phone: 501-822-1000 ext.459 Email: [email protected]

Amy P Phillips, Learning System Manager, Seton Hall University, Teaching, Learning and Technology Center

400 South Orange Ave. South Orange, NJ 07079 Phone: (973) 275-2933, Email: [email protected]

Deb Niece – Morris, Primary XenDirect Admin, Rutgers University, 303 George Street

New Brunswick, NJ 08901 Phone: (732) 932-6998 x605, Email: [email protected]

Xenegrade Corp. supports the above Universities with our system XenDirect. I’m sorry we do not have fax

numbers on file as our preferred communication is phone and email. Please feel free to contact them about their

experience with Xenegrade and our system XenDirect.






18

Background of possible interest:

The Department of Continuing Studies at Rutgers University. Here the single student registration and program

management tool XenDirect has brought together over 50 different and independent educational departments

units. Using the XenDirect student registration system, Division of Continuing Studies (DoCS) of Rutgers

University was able to manage all the programming, registrations, revenue finances and oversight, yet maintain

separate department management and budgets. This integration allowed for a common branding of the DoCS

programs, yet provided a level of independence and flexibility within each department.

University of Belize actually uses XenDirect for all their credit and non-credit programming. A XenDirect client for

over five years, Michael Link is our primary technical contact at University of Belize.

Amy P Phillips, Learning System Manager, Seton Hall University helped the Law School set up their branch of

XenDirect. They offer an online program for students. XenDirect automatically enrolls the student in their LMS

upon registration.

Xenegrade does not publish a list of clients or contracts. If you need additional references please let us know and

we can provide additional contacts you can speak with. The following institutions we did Banner Finance

integration for:

Jackson State Community College – Jack Laser is Director , (731) 425-2646, [email protected]

Pellissippi State - Sheryldine Bates is the person that worked on the project with us. Her number (865) 694-6534

Columbia State Community College – Ron Beck is Director but Ellen Meade worked on the project with us. Her

number is (931) 540-2646, [email protected]

Related Information

1. Xenegrade is not currently contracted with the state of Washington or during the past 24 months. 2. None of Xenegrade’s employees have ever been employed by the state of Washington. 3. We have not had a contract terminated for a non-performance incident ever. 4. Not applicable. Xenegrade has never been in default of a contract.

https://na15.salesforce.com/001i000000AoYU3?srPos=0&srKp=003


https://na15.salesforce.com/001i000000AoYUE?srPos=0&srKp=003

https://na15.salesforce.com/001i000000AoYTp?srPos=0&srKp=003


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Cost Proposal

Xenegrade is pleased to present several options of cost proposals for Western Washington University.

Option 1 Annual Licensing 60 Admin Users

License Costs $11,295. For 60 Admin Users

Maintenance/Support Costs (initial year) $0.

QuickTools for Instructors (optional) Unlimited Users $1,495.

Maintenance Costs/Support (years 2-5) $11,295. Per year

Implementation/Consultation/ Set Up Portals $2,495. One-time cost

Training & Training Materials – instructor led web based option $1,980 web-based

Onsite training at University (optional – travel expense if selected)

$1,500. add if needed

Report Customization (optional) average custom report each $350 One-time cost

Integration and setup SSO Authentication ( optional) $2,500 One-time cost

Integration/ Banner Finance (optional) $1,500.

Integration / Cashnet No additional charge

Integration / Canvas (optional) $1,500. One-time cost

ODBC (optional) $495 annual per year

Marketing Custom Student Insert from Landing Page (optional) $1360. One-time cost

Additional XenDirect Branches (optional) *discount applied $1,750 per branch per year

Special Note: Additional Branches or Optional Features can be added at any time. You can elect to add optional

features in year two or after and pricing is prorated to the time of service.

20


The 20 User Admin License is shown because many of the occasional user could access reports like rosters from

QuickTools. QuickTools offers unlimited users.



















21


The 10 User Admin License is shown because many of the occasional user could access reports like rosters from

QuickTools. QuickTools offers unlimited users.



















22

Option 3 Long Term Licensing Unlimited Admin Users

License Costs $29,995. Unlimited Admin

Users

Maintenance/Support Costs (initial year) $5,999.

QuickTools for Instructors Unlimited Users - Included $0 Included


Implementation/Consultation/ Set Up Portals - Included $0 - Included

Training & Training Materials – instructor led web based option $0 Included web-based








ODBC - Included $0 - Included


Additional XenDirect Branches (optional) *discount applied $5,995 per branch first year

Branch maintenance annual if selected (optional) *discount applied

$1,200 annual- years 2-5 only



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Option 4 Data Conversion One-Time Cost (Optional)

Xenegrade can import your existing data into your new XenDirect Student Registration System. You can apply

these options to any of the licensing options shown. For first branch use $750 per category and for additional

branches use $350 per category per branch.

Courses $750

Course Fees including multiple fee groups $750

Staff $750

Students / Clients $750

History Student / Registrations $750

History Student / Payments $750

Companies $750

Other $750

24

Option 5 – Custom Scope of Work Student Insert from Landing Page

Purpose: Marketing Custom Student Insert from Landing Page

Sample scope of custom work

Create a page within the XenDirect Web Registration System to accept and insert Client information from WWU

Landing pages.

Details:

1. A page is created to accept Client information passed on a URL string. (Example registration.xenegrade.com/example/landingContact.cfm?lastName=Doe&firstName=John&[email protected]

2. List of fields that can be passed include: a. First Name b. Last Name c. Address d. City e. State f. Zip g. Home Phone h. Email i. Advisor/Counselor to assign the Client to. Setup as a Staff record in XenDirect. j. Up to 3 XenDirect Classifications ( these could be area of interest for the student )

3. Duplicate checking will be performed on First, Last and Email. If a duplicate is found, we will need to decide the action to take. Options include:

a. Don’t insert as new Client, but send email to Staff alerting them. b. Insert as new Client and send email to Staff alerting them. c. Add appropriate Classifications from Landing Page to the existing Client

4. An email is generated alerting the Staff associated with this Landing page submission. Pricing shown as option in cost tables

mailto:registration.xenegrade.com/example/landingContact.cfm?lastName=Doe&firstName=John&[email protected]

mailto:registration.xenegrade.com/example/landingContact.cfm?lastName=Doe&firstName=John&[email protected]

0

EXHIBIT B

CERTIFICATIONS AND ASSURANCES

I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s):

1. I/we declare that all answers and statements made in the proposal are true and correct.

2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal.

3. The attached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted by the UNIVERSITY without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60-day period.

4. In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

5. I/we understand that the UNIVERSITY will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the UNIVERSITY, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly to any other Proposer or to any competitor.

7. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document.

8. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

9. I/we grant the UNIVERSITY the right to contact references and others, who may have pertinent information regarding the Proposer’s prior experience and ability to perform the services contemplated in this procurement.

Note: If submitted electronically, include the following:

On behalf of the firm submitting this proposal, my name below attests to the accuracy of the above statements.

Signature of Proposer Title Date

1

Exhibit C

See the following pages for examples of training information and supporting project details.

event registration software bid rfqq# bl-2689 western ... · can be integrated w/ crm (salesforce,...

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