22-5387 RFP AMD 1.docx

Amendment #1 to Proposal No. 22-5387

UNIVERSITY OF WISCONSIN

MADISON, WISCONSIN 53715-1218

Amendment #1 Request for Proposal

THIS IS NOT AN ORDER

OFFICIAL SEALED

Proposal Number: 22-5387

NO PUBLIC OPENING

AMD #1 Issue Date: 02/15/2022

Due Date: 02/24/2022 2:00 PM CT Agent: CALEB HALL

Questions regarding this proposal – see Section 2.6

For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3

Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.

If NO BID (check here) ☐ and return.

Amendment #1 / 22-5387 / Point of Sale and Related Systems Amendment #1 is issued to answer questions received from potential proposers, under the Vendor Qualifications section of each LOT - Amend Sections 4.1.2.3., 4.2.2.3., 4.3.2.3., 4.4.2.3., & 4.5.2.3. (see changes in RED) and Revise Attachment C: Client References in its entirety.

If this amendment is not signed and returned, your proposal may be disqualified.

All other terms and conditions remain the same. Please revise and submit your proposal accordingly.

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

Company Name:

Company Street Address:

Signature:

Type or Print Name:

Title:

Email address:

QUESTIONS AND ANSWERS FOR RFP #22-5387

4.3.2.3. 4.4.2.3. 4.5.2.3.

Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C.

All completed proposals must be e-mailed to bids@bussvc.wisc.edu, with the RFP number and vendor name in the subject line. Proposals must be received and date/time stamped prior to 2:00 p.m. Central Time (CT) on the stated proposal due date.

The University has a Peoplesoft student information system. Note: the campus transaction system pulls all student, employee, and affiliate data from our campus directory service and not the source systems.

Tax exemption: All students enrolled for credit at the University are exempt from paying sales tax on food and beverage (except alcohol) when payment is made with their campus account. The University also issues guest cards to campus departments and all purchases using these cards are exempt from sales tax as well.

Discounts: In addition to the details provided in the General Information Section 1 of the RFP, additional discounts include 5% on all Wiscard campus account purchases, 30% discount on food purchases for University Housing employees in Housing dining locations, 30% discount on food purchases for UW Connects student employees at Wisconsin Union dining locations. We also do occasional discounts for students call “Penny Promotions” to introduce them to new items. These items are automatically discounted to a penny for students. All other patrons would be charged the normal price. All of these discounts are based on using a campus account to complete the purchase.

Clarification on who is and isn’t taxed, are user types identified for tax purposes

All students enrolled for credit are exempt from sales tax on food and drink when payment is made with a campus account. Data is maintained in the transaction system that indicates someone is a student, staff member, etc.

University Housing will be implementing three tiers of meal plans for the incoming freshmen. Tier 1 - 10 meals per week, 4 meal exchanges per week, no guest meals, and $100 in dining dollars per semester; Tier 2 – 14 meals per week, 4 meal exchanges per week, 3 guest meals per semester and $200 in dining dollars per semester; Tier 3 – Unlimited meals per week; 6 meal exchanges per week, 3 guest meals per semester, and $450 dining dollars per semester. We are looking for a flexible meal plan solution due to the ever-changing restrictions and updates that happen.

Here are specifications on hardware the University would like to retain if possible:

HP RP2: Windows 8, 4GB memory, 128 SSD, Intel Celeron 2 GHz HP RP9: Windows 10, 4GB memory, 128 SSD, Intel Celeron 2.9 GHz ELO: Windows 10 IoT, 4GB memory, 128 SSD, Intel i5 2.3 GHz Kitchen Display System: Logic Controls 6000

"Both solutions interface with our transaction system for campus card payment processing."

Other than Cantaloupe what is the second solution that is currently working with the vending machines that interface back to the current campus card transaction system?

Compass Group Canteen and Cantaloupe both need to be able to interface with the transaction system for campus account payments

The University is interested in learning about basic inventory solutions the vendor has available to assist in managing our retail operations and to restrict overselling limited quantities of items in our dining locations (e.g. only have 50 daily specials).

Either a HECVAT Lite or full HECVAT is acceptable. The contents of the HECVAT Lite are part of our evaluation and are required.

· Please clarify where the HID Prox credential is used versus the mag stripe for campus card transactions. Is Prox only used for physical access? What credential is used for point of sale and other non-access use cases?

· What system is used for Wiscard card production? Is this part of the legacy Transact system? How does card data currently get imported into Transact? Do we need to price in a replacement card production system? If so, please provide the number of card production stations, number of printers including make/model and number of cameras.

· HID Prox is primarily used for physical door access into facilities. All transactions on the POS currently read the magstripe on the University ID card.

· The card production system is out of scope for this RFP. The University currently uses Entrust’s WebID as the software for creating campus cards. There is no direct connection between card production and Transact. Person data is imported into Transact from our campus Oracle directory service using an API from Transact.

· Since NFC mobile credentials have a strong intersect with physical access control, please provide the following information:

· Make/model of current physical access control system(s) (PACS)

· Quantity, make/model of existing door readers

· Quantity, make/model of existing door locks

· Given iOS NFC mobile credential carries a ‘100% use case’ requirement, are we to quote any/all new readers/locks required as part of our response to LOT 5 Mobile Credential?

· The University is transitioning from Andover to Lenel S2 OnGuard. The campus has approximately 4600 doors and the majority of these have HID ProxPro readers installed. The University is beginning to upgrade these devices with OSDP compliant HID Signo readers. In addition, there are also approximately 75 Schlage AD400 wireless locks.

· The door access system is out of scope for this RFP, however the vendor needs to confirm whether their mobile credential solution is compatible with the Signo and Schlage readers. It is the University’s intent to purchase the readers and locks through existing contracts with the vendor’s mobile credential encryption keys already installed.

· Vendors only need to quote mobile credential readers for the POS and transaction system. Additional readers may be acquired at a future date for other campus departments (e.g. Library, RecWell, etc.)

· We see there is a mobile Wisconsin App in the Apple and Google app stores. Does UW want the new User Account Management solution to integrate in any way with this app through either deep links or API?

This is not required as part of this RFP, however the University is interested in any efficiencies or improvements a vendor may recommend. Vendors should include these comments in the response to the specification and list costs under the Optional section in the Cost Proposal for this lot.

LOT 1 Transaction System

All current integrations between the transaction system and 3rd party vendors are listed in 4.1.5.2.1. The vendor should specify if they are currently able to integrate with these solutions or the requirements and costs necessary to complete these integrations.

LOT 2 Point of Sale System

The University is interested in all capabilities available with the POS application. If there is an additional cost to acquire this particular feature, it should be clearly stated in the response to this specification and the cost can be included in the Optional section in the Cost Proposal for this lot.

The University is interested in all capabilities available with the POS application. If there is an additional cost to acquire this particular feature, it should be clearly stated in the response to this specification and the cost can be included in the Optional section in the Cost Proposal for this lot.

The University has a centralized IT department known as DoIT that oversees campus network infrastructure, server support, and can also provide database and other technical support. The Wiscard Office is responsible for managing the day-to-day applications of these systems and also has technical IT staff available.

The University has strong wireless coverage in campus buildings. Additional access points can be added if needed. Outside locations cannot rely on campus wi-fi.

· If so, roughly how many credit card transactions are processed annually through campus dining?

The University is open to an alternate payment gateway for credit card processing if the provider can connect with Elavon as the payment processor. The University currently has 12 merchant IDs and processes approximately 1.7 million credit card transactions annually through the POS system.

· Please clarify if this represents one (1) Kiosk or two (2) Kiosks? What is the preferred screen size for your Kiosk terminals (15” or 22”)?

The 2 at the end should display as superscript and denotes a footnote that can be found at the bottom of the page. All Elo kiosks have 22” displays. The University already has these kiosks and hopes the vendor will be able to support this hardware. If not, then new hardware should be included in the cost proposal for these items.

5.5%: Standard tax rate Mandatory tax: tax should always be included in the cost of the item.

Departments = is a specific campus department such as the Wisconsin Union, University Housing, RecWell, etc. Each department has their own items, subcategories, and categories, and includes one or many profit centers.

The University is not looking to replace the food management applications as part of this procurement.

LOT 3 Online/Mobile Ordering

LOT 4 User Account Management Site

EXHIBIT 1

0. Detail on existing HP rp2 and rp9 registers, including operating system if other than Windows 10, CPU and memory/storage.

0. Detail on any of the peripherals if the desire is to repurpose them with a new system. Details would include make, model, connection type (serial or USB or Powered USB) to determine compatibility. If the intent is to replace all peripherals, please share this information with us.

0. What are the ELO kiosks currently being used for?

0. Detail exists for various food and retail outlets, but no detail for #93 the campus bookstore; only integrations. Is the college including the campus bookstore POS system in the scope of this RFP?

0. Here are specifications on hardware the University would like to retain if possible:

HP RP2: Windows 8, 4GB memory, 128 SSD, Intel Celeron 2 GHz HP RP9: Windows 10, 4GB memory, 128 SSD, Intel Celeron 2.9 GHz ELO: Windows 10, 4GB memory, 128 SSD, Intel i5 2.3 GHz Kitchen Display System: Logic Controls 6000

0. Please quote replacement of all peripherals.

0. Self-ordering kiosks in dining locations.

0. The University Book Store is not part of the University and therefore their POS system is out of scope for this RFP. The bookstore does accept the campus accounts and the University does seek a data integration solution with their MBS POS system.

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

iii. Approximately how many condiments/modifiers?

i. Order and pay – deli/coffee shop

ii. Less than 1000 items

iii. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

i. Order & pay – deli/coffee shop

ii. Less than 500 items

iii. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Scan & go – deli/coffee shop

0. Less than 500 items

0. 50 modifiers

i. Is this order only, order & pay, or scan & go only?

ii. Approximately how many items?

iii. Approximately how many condiments/modifiers?

0. Combination order & pay + scan & go – small restaurant/coffee shop

0. Less than 500 items

0. 125 modifiers

i. Is this order only, order & pay, or scan & go only?

ii. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Combination order & pay + scan & go – deli/coffee shop

0. Less than 500 items

0. 50 modifiers

1. Are these order-only, order & pay, or scan & go only?

1. Approximately how many items?

iii. Approximately how many condiments/modifiers?

i. Order & pay – deli/coffee shop

ii. Less than 500 items

iii. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

i. Order & pay – deli/coffee shop

ii. Less than 500 items

iii. 75 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Combination order & pay + scan & go – deli/coffee shop

0. Less than 500 items

0. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Order & pay – deli/coffee shop

0. Less than 500 items

0. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Order & pay – deli/coffee shop

0. Less than 500 items

0. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

1. Does this send orders to the kitchen display system or does it send them to one of the kitchen printers?

0. Order & pay – restaurant with sandwiches

0. Less than 500 items

0. 50 modifiers

1. Is this order only, order & pay, or scan & go only?

1. Approximately how many items?

1. Approximately how many condiments/modifiers?

0. Order & pay – restaurant/bar with hamburgers and sandwiches

0. Less than 500 items

0. 50 modifiers

1. Do any locations have more than 3,000 menu items? If yes, please identify which ones.

1. Do any locations have cyclical menus or are they static? If cyclical, please identify which ones.

0. All mobile food ordering locations have less than 3000 menu items.

0. All menus would be static although there could be a daily special available.

SECTION REVISIONS:

4.1.2. Vendor Qualifications (80 Points):

4.1.2.3. Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. The Vendor Reference document can be found here: https://doa.wi.gov/Forms/DOA-3478VendorReference.doc Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C for details.

4.2.2. Vendor Qualifications (80 Points):

4.2.2.3. Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. The Vendor Reference document can be found here: https://doa.wi.gov/Forms/DOA-3478VendorReference.doc Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C for details.

4.3.2. Vendor Qualifications (80 Points):

4.3.2.3. Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. The Vendor Reference document can be found here: https://doa.wi.gov/Forms/DOA-3478VendorReference.doc Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C for details.

4.4.2. Vendor Qualifications (80 Points):

4.4.2.3. Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. The Vendor Reference document can be found here: https://doa.wi.gov/Forms/DOA-3478VendorReference.doc Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C for details.

4.5.2. Vendor Qualifications (80 Points):

4.5.2.3. Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. The Vendor Reference document can be found here: https://doa.wi.gov/Forms/DOA-3478VendorReference.doc Provide a minimum of four references that are similar in size and scope to UW-Madison that use the products you are proposing in this RFP. Include the number of years each school has been using the system. See Attachment C for details.

Attachment C: Client Reference List Bidder Name:

The Bidder must provide a minimum of four (4) business references.

1. Reference Name: Contact:

Address:

Phone #: ( ) E-mail address: _______ Fax/Internet address:

Description and date(s) of commodities and services provided:

2. Reference Name: Contact:

Address:

Phone #: ( ) E-mail address: _______ Fax/Internet address:

Description and date(s) of commodities and services provided:

3. Reference Name: Contact:

Address:

Phone #: ( ) E-mail address: _______ Fax/Internet address:

Description and date(s) of commodities and services provided:

4. Reference Name: Contact:

Address:

Phone #: ( ) E-mail address: _______ Fax/Internet address:

Description and date(s) of commodities and services provided:

References may be contacted to confirm the Bidder’s abilities and qualifications as stated in the Bidder’s response. The University may perform due diligence by contacting any applicable business reference, including references from within the UW System, state agencies, or other state public institutions. The University reserves the right to disqualify any Bidder whose references don’t support their stated claim of qualifications in their response.

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