1431-20260916152957 NWMCC.pdf

NORTHWEST MISSISSIPPI COMMUNITY COLLEGE

BIDDERS INFORMATION PACKET

RFP # 27-011-02

COLLEGE HOUSING MANAGEMENT SOFTWARE SYSTEM

Isaac Lias, Jr.

Director of Housing and Residence Life

Request for Proposals Due: Wednesday, November 11, 2026, 2:00pm

NOTE: THE COLLEGE WILL BE CLOSED Oct 12th & 13th 2026

TABLE OF CONTENTS

Request for Proposals…………………………………………………………………. 3 Proposal Submission Requirements ………………………………………………….. 4 Project Calendar ……………………………………………………………………… 4 General Terms and Conditions ………………………………………………………. 5 Instructions to Bidders ……………………………………………………………….. 8 Proposal Specifications ………………………………………………………………. 9 Evaluation and Award ………………………………………………………………... 9 Proposal Questions / Vendor Response Requirements ………………………………. 10 Appendix A – Systems and Applications Requiring Integration …………………….. 14 Appendix B – Pricing Proposal ………………………………………………………. 15 Proposal Form / Submission Checklist ………………………………………………. 18 Respondent Cover Sheet ……………………………………………………………… 18 Attachment A – Certification Form …………………………………………………... 19

REQUEST FOR PROPOSALS

RFP #27-011-02 COLLEGE HOUSING MANAGEMENT SYSTEM SOFTWARE

Notice is hereby given that sealed proposals will be received by Northwest Mississippi Community College, Office of Purchasing, 2nd floor McCormick Administration Building, 102 Administration Circle, Senatobia, MS, until 2:00P.M., Wednesday, November 11, 2026. Bids may be submitted electronically at www.northwestmsbids.com or may be hand delivered in sealed envelopes.

Bid preparation will be in accordance with the Instructions to Bidders bound in the Specification Documents. Bid documents are available at the Office of Purchasing, 2nd floor McCormick Administration Building, 102

Administration Circle, Senatobia, MS 38668. Electronic bid documents are also available at www.northwestmsbids.com. All electronic plan holders are required to have a valid email address for registration.

Questions regarding website registration and online orders please contact PH Bidding at (662) 407-0193 or email:

bids@phbidding.com. Questions regarding specifications, please contact Isaac Lias, Jr., Director of Housing and

Residence Life at ilias@northwestms.edu.

The contract will be awarded to the lowest and/or best bid from a responsive responsible and qualified Bidder.

Should no award be made within sixty (60) calendar days after opening of proposals, all proposals may be rejected and all proposal guaranties returned, unless the lowest responsive responsible qualified bidder, at the request of the Owner, agrees in writing to a longer delay.

Northwest Mississippi Community College reserves the right to waive any irregularities and to reject any and all bids if considered not in the best interest of Northwest Mississippi Community College.

Northwest Mississippi Community College

Purchasing Department

662-562-3202

Run: Sept 21th & 28th 2026

Northwest MS Community College Office of Purchasing - Bid Committee

McCormick Administration Building, 2nd floor 102 Administration Circle

Senatobia, MS 38668

REQUEST FOR PROPOSALS

Bid Name: RFP # 27-011-02 COLLEGE HOUSING MANAGEMENT SYSTEM SOFTWARE

Request for Proposals Due: Wednesday, November 11, 2026, 2:00 p.m.

It is agreed by the undersigned bidder that this signature submission of this bid represents the bidder’s acceptance and compliance of all terms, conditions, and requirements of all bid documents contained herein.

Bidders must comply with all instructions contained within this packet. Contact the Office of Purchasing with any questions or concerns. The College does not intend to prevent any vendor from qualifying for participation in the bid process.

Northwest MS Community College is seeking proposals for the purchase of BID # 27-011-02 COLLEGE

HOUSING MANAGEMENT SYSTEM SOFTWARE. It is the intent of the College to award to the most responsive and responsible bidder. The College reserves the right to determine the basis for award based on cost effectiveness, savings, and ability to deliver in a timely manner, specifications and other pertinent factors.

Bidders are required to submit their completed proposal no later than 2:00 p.m. on Wednesday, November 11, 2026. This may be submitted in any of the following ways:

• Electronic submission via www.northwestmsbids.com

• Or, written packet submitted in duplicate sealed envelope and clearly labeled as

PROPOSAL with bidder’s name and address, name of bid, bid number and bid due date.

Hand delivered: Office of Purchasing, 102 Administration Circle, Senatobia, MS OR Mailed to: Northwest MS Community College

Office of Purchasing 4975 Hwy 51 North

Senatobia, MS 38668

Submission Requirements: All written Request for Proposals must include one original set of proposal documents along with one paper copy. Documentation submitted will not be returned.

The Office of Purchasing and the College Bid Committee will review all submissions for compliance to specifications. The College will notify each bidder regarding their status upon review. The College will award to the lowest, responsible, responsive bidder. Notification will be made to the awarded bidder no later than November 16, 2026 .

PROJECT CALENDAR FOR PROPOSALS

COLLEGE HOUSING MANAGEMENT SYSTEM SOFTWARE

RFP Issued September 21, 2026

Deadline to Submit Questions November 5, 2026

Response to Written Questions November 7, 2026

Proposal Due Date November 11, 2026, at 2:00 PM CST

PO to be issued no later than: November 30, 2026

GENERAL TERMS AND CONDITIONS

Authorized Signatures: The bid must be executed personally by the vendor, a duly authorized partner of the partnership, or a duly authorized officer of the corporation. If executed by an agent, a power of attorney or other evidence of authority to act on behalf of the vendor shall accompany the bid to become a valid bid.

Public Bid Opening: Bids shall be received electronically via www.northwestmsbids.com or in paper copy as outlined in this document. Bids will be evaluated after the time of receipt.

Late Bids: Bids must be received in the Office of Purchasing before the designated time of bid opening.

Bids received after the submission deadline shall be rejected as non-responsive and returned unopened to the bidder.

Withdrawal of Bids After Bid Opening: Bidder agrees that its offer may not be withdrawn or cancelled by the vendor for a period of sixty (60) days following the date and time designated for the receipt of bids unless otherwise stated in the bid and/or specifications.

Bid Amounts: Any ambiguity in the bid as a result of omission, error, unintelligible wording shall be interpreted in the favor of the College.

Alternates: The invitation for bid and/or specifications may expressly allow bidder to submit an alternate bid in addition to the primary bid. Presence of such an offer shall not be considered an indication of non-responsiveness.

Bid Alterations: Bids cannot be altered or amended after submission deadline.

Tax Exempt Status: Northwest MS Community College is exempt from sales tax, however, MPC, when applicable, shall be included in an overall construction bid. The awarded bidder must cover all expenses in the stated bid amount.

Quantities: Quantities indicated are estimated quantities only and are not a commitment to purchase.

Bid Award: Award of contract shall be made to the most responsible, responsive bidder, whose offer is determined to be the best value, taking into consideration the relative importance of price. Northwest MS Community College reserves the right to accept or reject in part or in whole any bid submitted, and to waive any technicalities or informalities for the best interest of the College. Northwest MS Community College reserves the right to award based upon prior usage, sections or total bid. The College reserves the right to waive all technical errors in the bids and to accept or reject any or all bids. In addition, the bidder recognizes the right of the College to reject a proposal if the bidder failed to furnish any required submittals on the date required by the proposal documents, or if any bid is in any way incomplete or irregular. Written specifications, bid package documents, and any addenda will be the basis of the bid award in accordance with Mississippi State Laws. Any significant clarifications will be handled by addenda to all vendors.

Responsible Standing of Bidder: To be considered for award, bidder must at least, have the ability to obtain adequate financial resources, be able to comply with required or proposed delivery/completion schedule, have a satisfactory record of performance; have a satisfactory record of integrity and ethics, and be otherwise qualified and eligible to receive award.

Proprietary Data: Bidder may, by written request, indicate as confidential any portion(s) of a bid that contain proprietary information, including manufacturing and/or design processes exclusive to the vendor. The College will protect from public disclosure such portions of a bid, unless directed otherwise by legal authority, including existing Open Records Acts.

Delivery: All delivery and freight charges, F.O.B. destination shown on the Northwest MS Community College purchase order, as necessary are to be included in the bid price. Delivery is to be made per the dates outlined in the specifications to Senatobia, MS.

Purchase Orders: A purchase order(s) shall be generated by the Northwest MS Community College Office of Purchasing to the successful vendor. The purchase order number must appear on all itemized invoices and packing slips. The College will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the College for which a valid invoice has been received or that are in compliance with purchase laws of the State of Mississippi. No payment will be made until an order is complete, unless stipulated as allowable in this document.

Invoices: All invoices shall reference the purchase order number. Invoices shall reference the bid item number or a detailed description for each item invoiced. Payment will be made under terms of the laws of the State of Mississippi.

Contract Definition: The General Conditions of Bidding, Specifications, including any addenda thereto, and any other documents made a part of this bid shall constitute the complete bid. The proposal and notice of award do not themselves constitute the final contract, and the selected vendor must execute the College's resulting agreement/PO.

Change Order: No different or additional terms will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and at the discretion and approval of the College and in accordance with the laws of the State of Mississippi.

Termination of Default: The College reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be the best interest of the College in the event of breach or default of this contract. The College reserves the right to terminate the contract immediately in the event the vendor fails to perform to the terms of specifications or fails to comply with the terms of this contract.

Breach of contract or default authorizes the College to award to another vendor.

Sale, Assignment, or Transfer of Contract: The successful vendor shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of the College.

Signature on all bid documents certifies:

• The submission of the offer did not involve collusion or other anti-competitive practices.

• The bidder has not given, offered to give, nor intends to give at any time here-after any economic opportunity, future employment, gift, loan, gratuity, special discount, trip favor, or service to any public servant in connection with the submitted offer.

• The bidder hereby certifies that the individual signing the bid is an authorized agent for the bidder and has the authority to bind the bidder to the contract.

INSTRUCTIONS TO BIDDERS

In 2017 Mississippi passed legislation requiring government bidding to allow any bid to be submitted by electronic means. Northwest MS Community College is required to follow these laws. Vendors are welcome to continue to submit “paper” bids in sealed envelopes but are encouraged to participate in the electronic process.

ELECTRONIC SUBMITTALS DEFINITION: Secure electronic system for submittal of bids and proposals.

Electronic submission provides a way for bidders to submit their proposals without the need for printing, mailing or hand delivery of bid packets to the College. All documents are uploaded to www.northwestmsbids.com and transmitted to the College. The College accepts no responsibility for any expenses incurred by any bidder in the participation of this process.

Vendors are encouraged to read all information contained in this bid packet. All bidders are required to complete and return the provided bid documents. Failure to comply with instructions contained herein may be cause for the College to reject your proposal. Only the format and documents included with this bid packet will be accepted as compliant for the submitted proposal. Failure to complete all required attachments may result in disqualification. Each bidder, by submitting a proposal, represents that he/she has read and understands the bid documents and specifications.

Bidders needing clarifications should fax or email questions as soon as possible IN WRITING. All questions must be sent prior to 2:00 p.m. on Thursday, November 5, 2026, unless unavoidable to avoid changing the bid response date according to MS State Code 31-3. Only questions which change the scope of the bid documents will be considered for addendum. Addenda will be sent to all bidders, if or when necessary, until two working days prior to the bid openings. Any addenda necessary within two working days of the bid opening will require the bid date to be set back to a date not less than five (5) working days after the date of the last addendum, according to Mississippi Code 31-7-13. All addenda are to be acknowledged with the bid response.

For that reason, bidders are encouraged to investigate this bid and ask questions within the first week of receiving the bid.

Refer all questions regarding specifications in writing to:

Isaac Lias, Jr. Director of Housing and Residence Life Ph: 662-562-3504 Email: ilias@northwestms.edu

PROPOSAL SPECIFICATIONS

We extend an invitation for proposals for a service provider to plan, prepare, and implement a College Housing Management System Software at Northwest Mississippi Community College. The proposal should outline how the implementation will provide the College with improved efficiencies, an improved student experience and adoption of best practices and procedures.

In addition, the proposal should outline the housing software ability to integrate with Student Information Systems (SIS). The college needs a Housing product that will integrate in a variety of ways since it will be changing its Student Information Systems (SIS) less than a year after going live. Our current SIS, Campus Key, integrates with third-party systems using an SFTP system of file exchanges. The Institution plans to move its (SIS) into the cloud in October 2027 with a move to Oracle Student Management which will allow the use of Rest API connections. The proposals should describe the housing management system’s ability to integrate with these third-party SIS systems.

EVALUATION

The criteria to be used for the proposal evaluation will include the following and will be scored according to the following weights:

User Experience, Functionality & Operational Effectiveness 30% Implementation, Support & Partnership 30% Integration, Compliance, Data Access & Security 20% Cost & Institutional Value 20% Total 100%

The College will evaluate proposals based upon the solution's ability to enhance the student and staff experience, support efficient housing operations, provide comprehensive implementation and ongoing support services, maintain compliance with applicable data privacy and higher education requirements, integrate with existing and future institutional systems, and provide the greatest overall value to the College throughout the contract term.

A committee of selected college officials will evaluate this RFP. All communications regarding this proposal shall only be through the College’s Director of Housing and Residence Life, or the Purchasing Agent listed above. No communication is to be directed to any other College personnel. All proposed plans will be evaluated to verify that the solution meets the College's minimum requirements set forth in this request.

AWARDS:

The College wants to award one contract for the purchase of software licenses and implementation services. Respondents shall complete Appendix B – Pricing Proposal in its entirety. Appendix B shall disclose all mandatory one-time, recurring, implementation, integration, data migration, training, support, transaction, and third-party costs associated with the proposed solution. Failure to submit a substantially complete Appendix B may result in the proposal being deemed nonresponsive..

Any award as a result of this proposal shall be contingent upon the execution of an appropriate contract.

Any exceptions to the Terms and Conditions will be taken into consideration when evaluating proposals submitted. The College reserves the right to reject any or all proposed modifications to the Terms and Conditions. Proposals are due no later than Wednesday, November 11, 2026, 2:00 PM CST.

OTHER QUESTIONS TO ADDRESS FOR THE COMMITTEE

Northwest Mississippi Community College expects the College Student Housing System software would like the bidder to comment on the following questions in their proposal.

1. Qualifications and Experience o How long has your company had this College Housing Management Software System live in the education marketplace?

o Would you provide at least three educational institutions that currently use your College Housing software system as a reference? Please indicate how long the product has been live at those educational institutions.

2. Overall Implementation and Integration Process

* What is the time line from Purchase of Software to Go Live date?

o Does the College Housing Management Software System offer API-based integration with Oracle Student Management (OSM), or other Cloud-based SIS platforms?

o Does the College Housing Management Software System integrate with Maxient, Mongoose, and Slate, and if so, can the vendor provide examples of how current customers have integrated these products within the Housing Management Software System?

o Does the system offer a method of using SFTP file-based imports, exports, or webservice based integrations with our current Student Information System, Campus Key? If an integration is to be used via SFTP or file-based uploads does the vendor hold responsibility of configuring and maintaining inbound imports or exports to load into its College Housing Management Software System?

o Could the vendor describe the complete financial transaction flow between the Housing Management System and the College's SIS—from the initial housing application through room assignment, charge assessment, payment, adjustments, cancellation, move-out, refunds, and final reconciliation?

o Within that workflow, which system is considered the system of record for the student's official balance?

o How will this financial integration work with Campus Key initially, and what changes will be required when the College transitions to Oracle Student Management?

o Who is responsible for developing, configuring, testing, and maintaining the financial interfaces between the Housing Management System and the SIS?

o If an interface fails or transactions do not transfer successfully, what notification and exception-management processes are available?

3. Application Management o Can prospective students submit and manage their application for enrollment directly through the

Housing Management System?

o Is there a customizable application workflow, including document uploads, status tracking, and automated follow-ups?

o Is the Software management system able to organize received applications based on completed application date and receipt of payment?

o Is the Software management system able to provide management for an on-campus population of 1,300-

1,400 students and account for on-campus population increases?

o Does the housing management system have modules and capabilities associated with Summer Campus and Conference Housing?

o Does the Housing System support online payments via a PCI-compliant hosted payment page and does it timestamp and log all payments and applications submissions?

4. Communication Tools o Does the Housing system natively support two-way text messaging (SMS) and email campaigns, either directly or through integrations (e.g., Twilio, Mongoose, or Mailchimp)?

o Can messages be automated, personalized, and scheduled based on student actions or lifecycle stage? If so, what are the limits and pricing differences (per text/contract term)?

o At what point does the software allow for students to receive housing-related communications (i.e. texts, emails, etc.)? Does the software allow students to receive such communications before being assigned housing and after they have checked out of the residence hall?

5. Authentication & Security o Does the Housing system support Single Sign-On (SSO) with existing institutional identity providers

(SAML 2.0)?

o What role-based access controls and user permissions are available? Are there limits to the number of administrators or certain access controls allotted (per user)?

o Can permissions separately control who is allowed to create room assignments, place student holds, edit floorplans, initiate/execute room changes, and any particular housing administrative tasks?

6. Reporting & Analytics o Does the software system allow new students to complete an online housing application and submit online payment, which will then be recorded in the management system with a timestamp for the received payment?

o Are there built-in dashboards and reporting tools to monitor application funnels, and other and engagement metrics?

o Does the platform support custom report creation and export to formats like Excel or CSV?

7. Mobile Responsiveness & User Experience o Is the Housing system mobile-friendly for both students and housing staff?

o Does it provide a portal or dashboard for prospective students to track progress?

o Do students have access to edit submitted applications, or does the system require the student to create a new application?

o How does the software track cancellations, and will students have access to cancel their housing application from their own portal?

o Should a student not meet the criteria for on-campus eligibility, would the software be able to receive new payment for a newly submitted application on behalf of the same student, regardless of whether the student currently lives on campus or not?

8. Housing Forms o Does the software system not require additional costs or provide limits for curating new internal forms for documents to be used within the system?

o Does the software system provide online Room Inventory Forms, Guest Logs, Key Inventory Logs, Student input Fix-it Ticket Work Orders, Equipment Logs, etc.? How does the software input charges and fees associated with lost keys, room inspection charges, etc.?

o Can the software system automate tasks such as sending reminders, assigning responsibilities, tagging applicants, and/or triggering approval flows?

o Can you provide a breakdown of all services offered by the Housing Management Software, such as conduct, recruitment, programming, and assignments-related aspects of the software? If so, please provide the prices for these services.

o

9. Access and Internal Controls o Can Bursar/Student Accounts staff have a separate security role that allows us to review housing financial activity without providing full Housing administrative access?

o Can permissions separately control who is allowed to create charges, adjust charges, waive fees, issue credits, initiate refunds, and view payment information?

o Does the system maintain a permanent audit trail identifying who created or changed a financial transaction and when the change occurred?

o Can financial activity be locked or restricted after a term or accounting period has been reconciled?

10. Reconciliation and Reporting o Does the system provide a daily transaction report showing all charges, payments, refunds, credits, cancellations, and adjustments?

o Are batch or control totals available so Student Accounts can reconcile housing transactions to transactions posted in the SIS?

o Can the system identify transactions that were created in the housing system but did not successfully post to the SIS?

o Can financial reports include student ID, academic term, transaction date, transaction type, charge/payment amount, housing assignment, and SIS posting status?

o Can these reports be exported to Excel or CSV for reconciliation and audit purposes?

o How long is detailed financial transaction and audit history retained?

11. Refunds o When a student cancels housing, withdraws, or becomes eligible for a housing refund, how is the refund initiated?

o Can the housing system send the appropriate credit/refund transaction to the SIS so the College's established student refund process controls the actual refund to the student?

o Can the system prevent Housing staff from directly refunding a payment when the student has other outstanding institutional charges that must first be considered?

o Can refund transactions require approval from designated staff before being processed?

o Is there a complete audit trail of refund calculations, approvals, adjustments, and transactions?

12. Deposits and Reservation/Application Fees o Can the system distinguish between refundable deposits, non-refundable application/reservation fees, and payments that should ultimately be applied toward a student's housing balance?

o Can the College configure whether individual deposits or fees are refundable or non-refundable?

o Can a deposit or reservation payment later be transferred or applied to the student's official account balance?

o Can the system prevent a housing assignment or other designated action until the required application/reservation payment has been received?

13. Payments o Can housing-related payments be processed through the College's existing payment platform/processor rather than requiring a separate payment environment?

o If the housing system requires its own payment processor or gateway, what processor, merchant account, and associated services are required?

o Can payments collected through the housing system automatically post to the student's account in the SIS?

o Can the College control which housing fees or charges are eligible for online payment?

o Are students charged any convenience, transaction, or service fees for payments made through the housing system?

o How are declined payments, reversals, disputes, and chargebacks handled and communicated to the

College?

o Does Student Accounts have access to transaction-level payment information necessary to research payment discrepancies or student disputes?

14. Financial Clearance and Outstanding Balances o Can the housing system receive a student's financial-clearance status from the SIS?

o Can Housing staff see whether a student is financially cleared without having access to unnecessary

Financial Aid or detailed Student Accounts information?

o Can room assignment, check-in, or continued occupancy be restricted based on financial-clearance criteria established by the College?

o Can the system identify students who were financially cleared when initially assigned housing but later developed an outstanding balance due to additional charges, financial aid changes, or other account activity?

o Can Student Accounts place or transmit a financial restriction that prevents a designated housing action, such as check-in?

15. Housing Changes, Cancellations, and Adjustments o When a student changes rooms, meal plans, housing assignments, or cancels housing, can the system automatically calculate the appropriate financial adjustment?

o Can those adjustments or credits automatically be transmitted to the SIS?

o Can the College configure its own cancellation, prorating, and refund rules by term and effective date?

o Can authorized staff override an automatically calculated charge or credit when an exception has been approved?

o Does the system maintain an audit trail showing the original charge, adjustment, date, user making the adjustment, and reason for the change?

16. Housing Charges and Student Accounts o Can housing charges, meal plan charges, application/reservation fees, deposits, damages, fines, and other housing-related charges be automatically transmitted to the College's SIS?

o Can each type of housing charge or fee be mapped to the appropriate charge code within the SIS?

o Can transactions be transmitted in real time, by scheduled batch, or both?

o Does the housing system receive confirmation that a charge was successfully posted to the student's account?

o How are failed, rejected, duplicate, or unmatched transactions identified and reported?

o Can housing charges be associated with the appropriate academic term and effective date?

o Can future-term housing applications be accepted without posting charges prematurely to the student's current student account?

17. Applications and Student ID Numbers o Can a prospective student submit a housing application before being assigned a College student ID number?

o If an applicant does not yet have a student ID number, what information or unique identifier does the system use to create and track the applicant?

o Once a student ID number is assigned, can the housing record automatically be matched or merged with the student's official SIS record?

o What safeguards are in place to prevent duplicate housing records when a student applies before receiving a student ID number and is later added to the SIS?

o If a student makes a housing-related payment before receiving a student ID number, how is that payment later associated with the correct student account?

o Does the system provide an exception report showing applications, payments, or other transactions that have not been matched to an official student ID?

18. Data Privacy & Compliance o Is the Housing system FERPA-compliant, and how does it handle data security and privacy specific to higher education and GLBA?

o Does the system allow for the storage of completed FERPA forms?

19. Scalability and Customization o Does the software system provide modules that allow for assessment and evaluation functionality with regards to student progress, student academic progress, student conduct, residential programming, and any other internally created forms?

o How customizable is the platform in terms of fields, workflows, branding, and admissions stages?

20. Support and Training o What is the timeline of implementation and onboarding process?

o Is ongoing technical support and staff training included in the package?

o Describe the comprehensive support that is available to the college after the product has been implemented.

21. Cost and Method of Billing o Describe how the College will be charged for your software? Specifically, will you charge us by the number of students enrolled or by the number of employees that have license to use your system?

o Are there any additional charges for training? Are there charges for implementation? Are there requirements for the college to use a third party for implementation?

o Is the college required to sign a contract for multiple years or is the contract on a year-to-year basis?

22. Added Value o What specific features of your product differentiate your software from your competitors?

o Does the housing management system have features that allow students to sign internal documents, such as check-in paperwork, emergency contact documents, housing contracts, etc.

o Are there any new AI features that will assist the college in recruiting or retaining students currently and/or planned for the future?

o Is there an online tool (such as a chatbot, AI assistant, etc.) that will aid students and staff in navigating the software?

o Are there any known pending upgrades in place to improve student and staff experiences with the software? If so, how will these upgrades impact cost?

Appendix A

Below is a list of some of our applications and systems that may/will require integration work:

SIS Campus Key or Oracle Fusion Student SMS Communications Student LMS- Canvas Oracle Fusion Student Management Illumina

APPENDIX B – PRICING PROPOSAL

COLLEGE HOUSING MANAGEMENT SYSTEM SOFTWARE

RFP #27-011-02

Respondents shall provide all costs associated with implementing and operating the proposed Housing Management System. Pricing should include all required software, implementation, integrations, data migration, training, support, and other required services.

Any required fee or cost not identified below should be clearly disclosed in the space provided.

1. SOFTWARE AND ANNUAL COSTS

Cost Item Year 1 Year 2 Year 3

Software License / Subscription $______________ $______________ $______________

Hosting / Maintenance / Support $______________ $______________ $______________

Required Modules or Add-On Services $______________ $______________ $______________

Annual Software Total $______________ $______________ $______________

Pricing basis:

☐ Fixed Annual Fee ☐ Number of Students ☐ Number of Housing Residents/Beds ☐ Number of Users ☐ Other: _______________________________

2. IMPLEMENTATION AND ONE-TIME COSTS

Cost Item One-Time Cost

Implementation / System Configuration $__________________

Data Migration / Conversion $__________________

Current SIS Integration – Campus Key / SFTP $__________________

Future Oracle Student Management Integration $__________________

Other Required Integrations $__________________

Initial Training $__________________

Other One-Time Costs $__________________

TOTAL ONE-TIME COSTS $__________________

3. OTHER OR USAGE-BASED FEES

Identify any fees that are not included in the amounts above.

Fee / Service Cost or Rate

SMS / Text Messaging $________________

Payment Processing / Transaction Fees $________________

API or Integration Fees $________________

Additional Training $________________

Professional Services $________________

Third-Party Software / Services $________________

Other $________________

If none, state NONE: ______________________________________

4. THREE-YEAR TOTAL COST

Amount

Total Year 1 Cost $_______________

Total Year 2 Cost $_______________

Total Year 3 Cost $_______________

TOTAL THREE-YEAR COST $_______________

The Total Three-Year Cost should include all mandatory costs necessary for the College to implement and operate the proposed system.

5. CONTRACT AND PRICING INFORMATION

Proposed contract term: __________________________

Is a multi-year contract required? ☐ Yes ☐ No

Maximum annual price increase after the initial contract term: __________ %

Are software updates and upgrades included in the annual price? ☐ Yes ☐ No

Are technical support and maintenance included? ☐ Yes ☐ No

Are there any other mandatory costs not identified above? ☐ Yes ☐ No

If yes, explain:

6. PRICING CERTIFICATION

The Respondent certifies that the pricing provided above represents the complete cost of the proposed solution based upon the requirements of this RFP, except for optional or usage-based charges specifically identified herein.

NAME OF BIDDER: _____________________________________________________________________________

ADDRESS: ________________________________________________________________________________________

CITY, STATE, ZIP: ________________________________________________________________________________

PHONE: ___________________________________________________________________________________________

CONTACT PERSON FOR THIS BID: ______________________________________________________________

EMAIL: ___________________________________________ PHONE: _______________________________________

It is agreed by the undersigned bidder that this signature submission of this bid represents the bidder’s acceptance and compliance of all terms, conditions, specifications, and requirements of all bid documents.

Vendor to initial below to acknowledge all information has been read, understood and all pertinent information is enclosed.

_____ Included with this proposal submittal are the following documents:

Narrative describing the vendor’s understanding of the work to be completed Appendix B Cover Sheet Attachment A/ Certification Form References/ Addenda Acknowledgements

COVERSHEET

RESPONDENTS MUST COMPLETE THE FOLLOWING and RETURN THIS COVER SHEET WITH

RFP RESPONSE

Federal l.D. or TIN Number:

Company Legal Name:

Company Website:

Primary Contact Name:

Primary Contact Title:

Business Address: Phone:

Fax:

Email:

Authorized Signer's Printed Name:

Authorized Signer's Title:

State/Federal Classifications Woman Business Enterprise -- Yes - No

Minority Business Enterprise -- Yes - No

Small Disadvantaged Business -- Yes - No

ATTACHMENT A- NORTHWEST MISSISSIPPI COMMUNITY COLLEGE

CERTIFICATION FORM

Please read and complete the information requested below. Failure to complete this form may result in the disqualification of your proposal submittal. The College, at its discretion, may disqualify your proposal if any such representations are deemed untrue, inaccurate or if any such employment/affiliation creates a potential conflict of interest.

1. E-VERIFICATION

.represents and warrants that it will ensure its compliance with the Mississippi Employment Protect Act of 2008, and will register and participate in the status verification system for all newly hired employees. Miss. Code Ann.

§ 71-11-1, et seq. (1972, as amended). The term "employee" as used herein means any person that is hired to perform work within the State of Mississippi. As used herein, "status verification system" means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program.

2. CONFLICT OF INTEREST:

The respondent certifies that none of the company's directors or principal officers are employed by or affiliated with Northwest Mississippi Community College.

Should any of the Respondent's directors or principal officers be employed or affiliated with Northwest Mississippi Community College, the Respondent will so certify by listing their name(s) and title(s) below:

Name (print)______________________ Name (print) ________________________

Title (print) ______________________ Title (print) _________________________

By signing this document I am agreeing, on behalf of my firm, to the specifications of this RFP and accepting, without exception or amendment Northwest Mississippi Community College's RFP Project Overview, General Information, Scope of Project, and Agreement Terms and Conditions. Any contract resulting from this RFP shall be subject to these instructions, terms, and requirements incorporated herein.

Respondent hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that proposer has not directly or indirectly included or solicited any other firm to put in a false or sham proposal; (c) that firm has not solicited or induced any person, firm, or corporation to refrain from sending a proposal and (d) this proposal is in all respects fair and in good faith without collusion or fraud.

Name (print) Signature

Title (print) Date

3. Debarment:

Offeror's signature on this solicitation response certifies that the Offeror, and where applicable subcontract vendor, or any other person performing service under this agreement is not now nor have ever been excluded, suspended, debarred or otherwise deemed ineligible to participate in governmental procurement or other programs (b) and if debarred, suspended or excluded during the life of the contract, the vendor will notify the College buyer of record within seventy two (72) hours of the vendor becoming aware of the governmental ineligibility.

Name (print)______________________ Name (print) ________________________

Title (print) ______________________ Title (print) _________________________