event registration software bid rfqq# bl-2689 western ... · can be integrated w/ crm (salesforce,...
TRANSCRIPT
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]
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]
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 2 Annual Licensing 20 Admin Users .......................................................................................................... 20
Option 3 Annual Licensing 10 Admin Users .......................................................................................................... 21
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
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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
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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.
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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.
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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
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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
Training Session 2 03/02/15 03/02/15 Training 2 hour web training with Xenegrade 10:00am to 12:00 noon WWU & 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
Training Session 3 03/16/15 03/16/15 Training 2 hour web training with Xenegrade 10:00am to 12:00 noon WWU & 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
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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.
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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
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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.
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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.
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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.
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Option 2 Annual Licensing 20 Admin Users
The 20 User Admin License is shown because many of the occasional user could access reports like rosters from
QuickTools. QuickTools offers unlimited users.
License Costs $9,790. For 20 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 $300 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.
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Option 3 Annual Licensing 10 Admin Users
The 10 User Admin License is shown because many of the occasional user could access reports like rosters from
QuickTools. QuickTools offers unlimited users.
License Costs $9,290. For 10 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 $300 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.
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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
Maintenance Costs/Support (years 2-5) $5,999. Per year
Implementation/Consultation/ Set Up Portals - Included $0 - Included
Training & Training Materials – instructor led web based option $0 Included 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 - Included $0 - Included
Marketing Custom Student Insert from Landing Page (optional) $1360. One-time cost
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
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.
23
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
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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
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