6-RFP Q26081225 Cafe POS.docx

Request For Proposal For Foodservice Point of Sale System

RFP #Q26081225

August 12, 2025

Davis Technical College Fiscal Services Department 550 E 300 S Kaysville, UT 84037

TABLE OF CONTENTS

Attachments A) State of Utah Standard Terms and Conditions Separate File B) RFP Evaluation Score sheet Separate File C) Claim of Business Confidentiality Separate File D) DTC Payment Terms and Conditions Separate File

SECTION 1 - PURPOSE OF RFP

1.01 Purpose. The Davis Technical College is seeking bids from qualified vendors to provide a new POS solution for its cafe. This system will support all functions of the cafe including but not limited to: order placement, kitchen order processing and reporting.

SECTION 2 - GENERAL INFORMATION

2.01 Administrative Guidance. The information provided herein is intended to assist suppliers in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal’s content or to exclude any relevant or essential data there from. Suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any proposal.

2.02 Issuing office and RFP Reference Number. The Fiscal Services Department of Davis Technical College is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is Q26081225. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

2.03 Response Date. In order to be considered for selection, your proposal must be received electronically in U3P no later than the date requested below. Proposals received after this deadline will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as provided by law (please see section 2.14 hereof).

In addition to required electronic proposal submission supplier, at their option and cost, may submit paper copies (one originally, plus 4 copies), but must be received at Davis Technical College Fiscal Services Department (550 E 300 S Kaysville, UT 84037) no later than due date listed below. Any proposal in route, either in the mail or other locations on the campus will not be considered timely and will be returned unopened.

2.04 Pre-Proposal Conference. No pre-proposal conference will be held.

2.05 Inquiries. All inquiries or requests for clarification or interpretation arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, should be submitted electronically via U3P.

Questions and answers will be consolidated and available to all suppliers on record as having received this RFP. All inquiries must be received by August 15, 2025.

2.06 Important Dates. The following dates are significant for this RFP:

RFP Dated and Issued August 12, 2025 9:00AM MST RFP Inquiry Questions Due August 15, 2025 2:00 PM MST Proposal Response Date August 20, 2025 2:00 PM MST

2.07 Proposal Validity Time. Proposals containing less than 60 calendar days acceptance time will not be considered.

2.08 Consideration of Proposals. The College may award a contract based on initial proposals received without discussion of such proposals with suppliers. Accordingly, each initial proposal should be submitted with the most favorable price and service available. However, The College may initiate discussions should clarification or negotiation be necessary. Suppliers shall be prepared to send qualified personnel to discuss technical and contractual aspects of their proposal.

2.09 Oral Presentation. An oral presentation by a supplier to supplement a proposal may be required. These presentations will be scheduled, if required, by the Fiscal Services Department subsequent to the receipt of proposals and prior to the award of the contract.

2.10 Gratuities. By written notice to the supplier(s), the College may disqualify from consideration or cancel any subsequent contract if it is found by the College that gratuities, in the form of entertainment, gifts, or otherwise were offered or given by the supplier, or any agent or representative of the supplier, to any officer or employee of the College with the intent to secure this contract or secure favorable treatment with respect to the awarding or amending of this contract.

2.11 Award of the Contract. The DTC Fiscal Office is the only agency authorized to award a contract for the proposed purchases. All pertinent College policies and State of Utah purchasing codes and State procurement policies and procedures apply.

2.12 Contract Period and Effective Date. The anticipated contract term will be from the date of award through completion of the project. This is a three (3) year contract with an option to renew for zero (0) additional period(s) of one (1) year at the College’s discretion. The anticipated effective date of the contract is September 1, 2025.

2.13 News Releases. News releases pertaining to the RFP, any proposal or the contract will be made only by the College.

2.14 Protected Information. State Procurement Rule, R-33-3, as well as the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1953), as amended (GRAMA) provides that all proposals may be disclosed to the public after notice of the selection of the successful offeror(s) and after receipt of a GRAMA request. Any person (supplier) who believes that a record should be protected as outlined in R-33-3-204.1, should complete the enclosed Claim of Business Confidentiality form. Failure to complete this form will result in the disclosure of your proposal if a GRAMA request is received. All material contained in and/or submitted with the proposal becomes the property of the Davis Technical College (DTC) and may be returned only at DTC’ s option.

2.15 Notices. The supplier must specify the name, title, address, phone and email address of the person to whom all correspondence regarding any contract awarded as a result of this RFP should be directed (including amendments to the contract). All amendments must be in writing and signed by both parties.

2.16 Incurring Costs. The College will not be liable for any cost which suppliers may incur in the preparation or presentation of their proposal(s). Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, there is no intent within these instructions to limit a proposal’s content or to exclude any relevant or essential data therefrom.

2.17 Addendum to RFP. In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all suppliers on record as having received this RFP.

2.18 Alternative Proposals. A supplier may submit more than one proposal, each of which must follow the Proposal Response Outline (section 4 here of) and satisfy the requirements of this RFP. The supplier’s prime proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the supplier must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits.

2.19 Authorized Supplier Representatives. The proposal will list the name, title, office address, telephone number, fax number and email address of the person(s) authorized to represent the supplier regarding this RFP. The College reserves the right to (1) interview and select suppliers personnel who will provide services and (2) negotiate a change in the individual assigned to represent the supplier awarded this contact if the assigned representative is not supplying the needs of the College appropriately. The right shall carry forward through the response period and during the term of the contract.

2.20 Award of Subcontracts. For each subcontract, if any, which the supplier proposes to award, the supplier shall specify in writing the proposed subcontractors name and address, and the purpose of the subcontract. Any supplier proposing subcontracts as a part of a proposal must explicitly state so in the proposal, and must include the above stated information for each subcontract. Written approval by the College Fiscal Services Department is required prior to the awarding of any subcontracts. Any Subcontractor shall be required to provide evidence to the College of the same insurance provisions and coverages as described in section 2.29 of the RFP.

2.21 Assignment. The successful supplier shall not assign or subcontract any portion of its obligations under the contract without the prior written consent of the College. Assignment or subcontracting shall in no way relieve the successful supplier of any of its obligations.

2.22 Remedies. The laws of the State of Utah shall apply in all disputes arising out of this RFP, without regard to Utah choice of law rules.

2.23 Compliance. The supplier hereby agrees to abide with all applicable federal, state, county and city laws and regulations and to be responsible for obtaining and/or possessing any and all permits and licenses that may be required.

2.24 Cancellation. Inadequate delivery or failure to adhere to the contract covenants may result in cancellation of the contract. The supplier shall be responsible for reimbursing the College for expenses incurred as a result of unacceptable service. In the event that either party determines that a material breach has occurred that would be cause for cancellation of the contract, the party wishing to cancel shall notify the other party of the alleged breach in writing, and allow the defaulting party thirty (30) days in which to cure the alleged breach. If the alleged breach is not cured or substantial steps to cure the alleged default are not taken within this period, the non-defaulting party may cancel the contract at the end of said thirty (30) day period. This contract may be terminated without cause, in advance of the specified expiration date, by either party, upon sixty (60) days prior written notice being given the other party. On termination of this contract, all accounts and payments will be processed according to the financial arrangement set forth herein for approved services rendered to date of termination.

2.25 Acceptance of Services Rendered. The College, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the contract satisfy the requirements as identified in the contract.

2.26 State and Local Taxes. The College is exempt from sales and excise taxes. Exemption certification information appears on all purchase orders issued by the College and such taxes will not apply unless otherwise noted.

2.27 Anti-Collusion. The submittal of a proposal constitutes agreement that the supplier has not divulged its proposal to suppliers, nor has the supplier colluded with any other suppliers or parties to a proposal what-so-ever.

2.28 Indemnification. The supplier shall hold harmless, defend and indemnify The Davis Technical College and its officers, employees, and agents from and against any and all claims, losses, causes of action, judgments, damages and expenses including, but not limited to attorney's fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance or breach of this contract by Supplier, or (b) Suppliers use of College premises, or (c) any act, error, or omission on the part of the Supplier, or its agents, employees, or subcontractors except where such claims, losses, causes of action, judgments, damages and expenses result solely from the negligent acts or omissions or willful misconduct of The Davis Technical College, its officers, employees or agents.

2.29 Insurance. The supplier shall maintain, during the term of any resulting contract, comprehensive General, Contractual, Professional and Errors and Omissions (E&O) Liability Insurance and Employee Dishonesty bonding coverage or such coverage as required by Federal, State, and local laws governing the services described herein. Proposers shall also maintain all employee-related insurances, in the statutory amounts, such as unemployment compensation, workers compensation, and employer’s liability, for its employees involved in performing services pursuant to any resulting underwriting contract. Such coverage may be self-funded.

2.30 Restrictions. All proposals must clearly set forth any restrictions or provisions deemed necessary by the supplier to effectively service the proposed contract.

2.31 Right to Reject. The College reserves the right to reject in whole or in part any or all proposals and to waive any informality or technicality in any proposal in the interest of the College. Subsequent procurement, if any, will be in accordance with The Davis Technical College contractual action. Non-compliance with the conditions of this proposal may result in disqualification of the offending supplier.

2.32 Record Keeping and Audit Rights. Any supplier providing goods or services under any Contract shall maintain accurate accounting records for all goods and services provided there under, and shall retain all such records for a period of at least three (3) years following termination of the Contract. Upon reasonable notice and during normal business hours the College, or any of its duly authorized representatives, shall have access to and the right to audit any records or other documents pertaining to the Contract. The Colleges audit rights shall extend throughout the term of the Contract and for a period of at least three (3) years thereafter.

2.33 Payment and Performance Evidence. Supplier will provide evidence of financial responsibility, which demonstrates the Suppliers ability to perform the services contemplated by the RFP. Such evidence of financial strength may be in the form a performance bond, letter of credit, financial statements or other form which is reasonably acceptable to the College.

2.34 Price Reduction. If at any time after the award of a contract, the successful supplier reduces the price of any article or service covered under the contract resulting from this RFP, the successful supplier shall give the College proportionately reduced pricing for such articles or services.

2.35 Solicitation of Employees. The selected supplier and the College agree not to solicit each other’s employees for a period of two (2) years following completion of contract.

2.36 Debarment. The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by DTC.

2.37 Standard Contract Terms and Conditions. Any contract resulting from this RFP will include but not be limited to the terms and conditions contained within this RFP. Exceptions and or additions to the terms and or additions to the terms and conditions are strongly discouraged.

Exceptions and additions to the terms and conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc., submitted after the date and time for receipt of proposals will not be considered. Website URL’s or information on websites URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The Davis Technical College retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the College, where negotiations adversely impact existing time constraints, or when negotiations could result in excessive costs to the College. If negotiations are required, supplier must provide all documents in WORD format for redline editing, Supplier must provide the name, contact information and access to the person(s) that will be directly involved in legal negotiations.

The College will not enter into any contract or affix signature to any document, the terms of which require the College to waive conditions or requirements negotiated via this solicitation process, provided for in the document or by mutual consent. Any document containing a clause or clauses that purport to supersede all other documents included in, or arising from the RFP process will be rejected.

2.38 Contract Jurisdiction, Choice of Law and Venue: The laws of the State of Utah shall apply in all disputes arising out of this RFP and any subsequent contracts resulting from this RFP. The parties will submit to the jurisdiction of the courts of the State of Utah for any dispute arising gout of this contract or the breach thereof.

2.39 Endorsement. Unless specifically authorized in writing by the College Fiscal Services Department on a case by case basis, the Contractor shall have no right to use, and shall not use, the name of The Davis Technical College, its officials or employees, or the seal or mark of the College in advertising, publicity, or promotion; nor to express or imply and endorsement of Contractor’s supplies or services.

2.40 Restriction On Communications with College Staff. From the issue date of this RFP until a contractor is selected and a contract award is made, suppliers are not allowed to communicate about the subject of this RFP with any College administrator, faculty, staff, or members of the Board of Trustees except the Purchasing Official assigned to this RFP, other Procurement Services Staff members, individuals authorized in writing by the Purchasing Official, and College representative during supplier presentations. If violation of this provision occurs, the College reserves the right to reject the supplier’s proposal.

2.41 Official Communication. During this RFP process (from the date of issue through the date of contract award or other final decision), the Purchasing Official is the sole source of official information regarding this RFP. All other communications, both oral and written, which are received by any representative of the business from other sources should be should be confirmed by the business with the Purchasing Official as being true and accurate prior to incorporating such information into its response. This refers to both formal and informal conversations and communications. Significant changes to this RFP will always be issued as a formal, written addendum.

2.42 Availability to Other State Institutions. In the event a contract between the College and the Supplier results from the RFP, the Supplier shall offer the same prices, terms, conditions, and all other particulars herein to all other institutions within the State of Utah. Provided however, that the Supplier may apply fair and reasonable delivery cost adjustments to those institutions whose location may be materially remote or primate when compared to the delivery distances contemplated under this RFP.

2.43 Equal Opportunity. Consistent with College's policies, in connection with any work performed upon acceptance of bid, the Contractor agrees to abide by the letter and spirit of the Civil Rights Act of 1964, 45 CFR 90, and Federal Executive Order No. 11246, as amended by Executive Order No. 11375, as applicable, which are incorporated herein by reference. Contractor also agrees to comply with the American Disabilities Act of 1990 and Sections 503 and 504 of the Rehabilitation Act of 1973. Contractor agrees to comply with the provisions of the Utah Antidiscrimination Act and any Utah Executive Order regarding discrimination. Contractor agrees to incorporate these provisions as necessary with regard to any subcontracts and to provide all required notices to each labor union or workers’ representative stating the Contractor’s responsibilities under these provisions. Specifically, Contractor agrees not to discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual preference, marital status, veteran's status, status with regard to public assistance, disability or age. This provision will include, but not be limited to, the following: employment, upgrading, promotion, demotion or transfer, recruitment advertising, lay off or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Contractor further agrees to take affirmative action to insure equal employment opportunities.

2.44 Further Agreements. In addition to a proposal, the College may from time to time require a supplier to execute certain additional documents or agreements, including without limitation a Contract, for the purpose of clarifying the intention of the parties with respect to providing the goods or services hereunder.

2.45 Relationship of the Parties. In assuming and performing the obligations of any Contract, the College and any supplier shall each be acting as independent parties and neither shall be considered or represent itself as a joint venturer, partner or employee of the other.

2.46 Title to Designs and Copy. Title to all concepts, plans, strategies, and other supplies and services produced/purchased as a result of this RFP, will become the property of The Davis Technical College.

2.47 Non-appropriation of Funds. Vendor acknowledges that DTC cannot contract for the payment of funds not yet appropriated by the Utah State Legislature. If funding to DTC is reduced due to an order by the Legislature or the Governor, or is required by State law, or if federal funding (when applicable) is not provided, DTC may terminate this contract or proportionately reduce the services and purchase obligations and the amount due from DTC upon thirty (30) days written notice. In the case that funds are not appropriated or are reduced, DTC will reimburse the vendor for products delivered or services performed through the date of cancellation or reduction, and DTC will not be liable for any future commitments, penalties, or liquidated damages

2.48 Status Verification. If a contract is awarded through this RFP for the physical performance of services within the State of Utah, supplier or supplier’s agent, contractor, subcontractor or service provider is required to register and participate in the Status Verification System (E-verify) to verify the work eligibility status of the supplier’s or supplier’s agent’s, contractor’s or subcontractor’s or service provider’s employees hired on or after July 1, 2009 and employed in the State of Utah, in accordance with UCA Section 63G-11-103.

SECTION 3 - SPECIFICATIONS

3.01 Scope.

The College is in the process of a remodel to its culinary arts program and foodservice areas. As part of this effort, a new POS solution is needed. This system will function as a means to allow foodservices to quickly and efficiently collect, process and complete food orders of students, faculty and staff. Foodservices provides both a breakfast service and lunch service each day Monday-Friday. These services consist of grab-n-go items (both prepared by culinary students or individual sale items), prepared foods, and daily specials prepared by students as part of training program.

The layout will consist of:

· (2) POS/Kiosk registers w/ customer facing displays (POS must be able to convert to self serve Kiosk)

· (2) overhead digital menu boards (connected to College provided smart TVs)

· (2) back of house Kitchen Display Units (1) for grill/fryer (1) for sandwich/entrée

· (1) expediting/staging area with screen

· (1) above head order status board for customers (connected to College provided smart TV)

3.02 Minimum Requirements.

· Ability to support all User Groups and Tender Types as defined below, Vendor verbiage may differ, however, must have ability to provide same functionality. Failure to do so will result in automatic disqualification.

· System is to be off-the-shelf industry proven. Not custom built.

· Vendor must be able to provide POS as prime contractor.

3.03 General Requirements

General Requirements Definitions

User Groups

· Faculty and Staff/Sponsored Students-

· Faculty and Staff of the College- They utilize College issued tax exempt vouchers as well as standard forms of payment such as cash and credit card.

· Sponsored Students- These individuals utilize vouchers as payment. These vouchers are for a fixed amount each day that allows them to purchase up to a specified amount. Once that is exceeded, they are required to pay the difference using a different form of payment.

· General Customers –

· These individuals utilize standard forms of payment cash and credit card.

Tender Types

· Cash

· Credit Card-

· The College utilizes Chase Payment Tech as its merchant provider. It is preferred solution is to have ability to connect to them directly or via authorized payment gateway.

· Vendor to provide list of POS system Chase Payment Tech compatible gateways if available.

· Credit card terminals must connect and integrated directly to POS avoiding manual entry of transaction avoiding potential of entry error while increasing transaction speed.

· Ability to set transaction limit requiring signature.

· Credit card terminals must support:

· Near Field Communication (NFC) Apple Pay and Android Wallet

· Chip and Signature

· Magnetic Swipe

· If vendor is unable to utilize Chase Payment Tech as merchant provider, vendor is to identify supported merchant provider as well as their associated fees including but not limited to transaction fees, account fees and monthly fees.

· Voucher –

· Function similar to a printed gift certificate in that it is issued for a set amount with an expiration date although no funds are initially collected. When used, expenses are placed on a dedicated account for that voucher type so they can be tracked and reported.

· Come in various forms. For employees, they can be in the form of employee appreciation card or free meal cards.

· They can be made for various amounts.

· There is no potential that additional funds be added to vouchers.

· Can be either taxable or nontaxable.

3.03.1 Cashier/Front End

· Provide simple and intuitive user interface streamlining effectively the transaction process at the point of sale.

Ordering

· System must allow customers to place orders via online, kiosk or cashier.

· Online-College should have ability turn on/off this function based on need and capacity. Customers should be able to select, customize, pay and receive receipt via this function.

· Kiosk-provide customers self service functions to select menu items, scan grab-n-go items and pay by credit card. It is preferred that cashier station can be converted to self-service kiosk as needed based on volume.

· Cashier- Full service to take customer orders, scan items and receive payment via credit card or cash.

· Vendor to describe how proposed solution meets these requirements.

Expediting/Staging and Pick up

· Final station to verify order accuracy and push complete order ticket to over head display notifying customer of order completion via order number on above head screen or by text notification.

· Ability to merge ticket from KDUs as completed and show status.

Transaction

· Ability to manually add or scan items to transaction from set product list.

· Ability to search for item by name, stock keeping unit (SKU) or preferred catalog of item photos.

· Ability to scan traditional barcodes in varying lengths.

· Ability to enter miscellaneous item allowing for entry of description and price. This should not have any effect on inventory.

· Ability to modify price of an item within a transaction.

· Specify bill denomination button when completing cash tender ($1, $5, $10, $20).

· Ability to quickly select from the various tender types.

· Ability to discount an item or transaction.

· Ability to void an item or transaction.

· Ability to prompt if order is to stay or go.

· Vendor to describe how proposed solution meets these requirements.

Receipts

· Receipts should be customizable allowing for:

· College logo

· College address and phone number

· Itemized receipt

· Transaction time/date

· Discounts and taxes applied

· Receipts should be able to be printed, texted or emailed.

· Prompt to print or not print receipt for each transaction.

3.03.2 Back Kitchen Functions

Kitchen Display System (KDS)

· Once order is placed, system should divert order to corresponding KDS for processing (Grill or Sandwich). It should display:

· Order number

· Item(s) ordered

· Timer starting from when order was submitted

· Any modifications to ordered item (added or removed ingredients)

· Allow for simple function with regard to fulfillment and recall of item

· Touch Screen

· Preferred to display how orders were placed (online/kiosk/cashier)

· Display if order is to stay or go

· Displays should be durable and rugged allowing for use in hot and moist environments without losing functionality.

· Preferred displays are formatted to show up to (8) eight tickets at one time.

· Vendor to describe how proposed solution meets these requirements.

Barcoding/Printing

· System should allow for the formatting, assigning, creation and printing of barcodes for items that are made by College that do not have a barcode.

· It is preferred printed label contain:

· System readable barcode

· Short item description

· Item number

· Price

· Vendor to describe how proposed solution meets these requirements.

Reporting

· System should have simple easy to use robust reporting function allowing for various reports such as:

· Monthly/weekly/daily reporting

· Revenue per tender

· Sales mix

· Revenue per hour

· Ad hoc reporting

· Schedule reporting by email

· Ability to build and save custom reporting

· Filtering

· Export/download of reports preferably into Excel, CSV and PDF

3.03.3 Hardware

Vendor is to provide

· (2) Point of Sales (must be able to convert to self-serve Kiosk) (Touchscreen)(Customer facing displays)

· (2) Cash Drawers

· (2) Credit Card Machines that meet requirements identified in this SOW. Are to be integrated with POS not requiring manual entry by cashier.

· (2) Barcode Scanners

· (2) Receipt Printers

· (2) Kitchen Display monitors (Touchscreen) & wall mounting hardware

· (1) Expediting monitor (Touchscreen) & wall mounting hardware

· (1) Customer Ticket Display (will connect to College provided smart TV)

· (2) Digital Menu Boards (will connect to College provided smart TVs)

· Vendor to provide equipment specifications and describe how proposed solution meets these requirements.

3.03.4 Support

· Vendor is to provide customer services support between 7:00AM-3:00PM MST Monday-Friday.

· Customer service is to be available via phone, email or chat.

· Vendor is to provide system service technical support plan during regular business hours including escalation schedule depending on issue.

· Vendor is to explain how POS system upgrades occur and general upgrade release schedule.

3.03.5 Project Management

Schedule

· It is anticipated that this system will be installed mid to late September with a go live early October 2025.

· Vendor is to provide proposed project outline from kick off meeting to go live including key milestones such as system setup and configuration, installation, training, commissioning and go live.

Onsite Installation

· Vendor is to provide onsite installation of POS and KDS.

· At each location for POS, KDS and digital displays there is available data and power connections.

· Installation is to include but not limited to:

· unpackaging all devices

· placing POS devices

· powering up and initial start up

· ensuring all required system connections are complete and functional including to College provided displays

· ensure connection is complete for credit card terminals

· work with College staff to load menu items, prices, etc.

Training

· Training is to be completed onsite.

· Training is to be provided by an individual well trained on the software capable of teaching all features and functions of the platform so that the College may make full use of the platforms features and functionality.

· Vendor to provide schedule, training outline and timeline for training.

· Training is to be scheduled no later than 30 days from when system is fully installed, commissioned and accepted by College. Training is not to begin until system is fully installed, commissioned and accepted.

· Proposed solution is to provide an end user guide outlining all features and functionality of system. This shall be provided electronically preferably in PDF. College shall have the ability to make as many copies as is needed for internal use.

· Vendor to describe how training is provided, scheduled and what it contains.

Commissioning

· Upon completion of installation prior to turnover to College, the system will be inspected. Vendor must ensure that all punch list items are completed prior to final acceptance and payment by College. Inspection will include but not limited to:

· Running various types of transactions from POS.

· Scanning items, discount items, accepting payment for items and voiding transitions

· Completing refund of transaction

· Confirm accuracy of digital menus

· Verify at least three full orders from ordering to KDS to expediting to closeout.

· Reporting

· Run canned reports and verify that results match

· Sales Mix

· Sales Report

· Vendor to describe ability to meet these requirements.

3.04 Evaluation Criteria.

A. Functionality.

· Proposals will be evaluated on solutions ability to meet desired requirements found in sections 3.03.1-3.03.3 of solicitation B. Cost. ALL COSTS ARE TO BE ISSUED SEPARATELY FROM THE RFP PROPOSAL.

· All costs are to be provided as a not to exceed fee including licensing, onsite installation, training, commissioning and hardware.

· In addition to keying in required pricing into UP3, vendor is to provide separate cost proposal that itemizes costs for elements identified in this section that match the keyed amounts entered into UP3.

· Base Bid-

· 1st Year Licensing

· All required licensing

· Licenses costs are to be itemized

· Licensing is to include any needed back-office licensing

· Onsite installation and training

· Included cost for onsite installation and training as specified in RFP

· Cost must include any and all expenses including but not limited to travel, per diem, hotels, rental cars etc.

· Commissioning

· Include cost for any associated commissioning testing as specified in this solicitation

· Hardware

· Must provide cost for hardware identified in section 3.03.3. Cost must include mounting, cables, power cables, or any other miscellaneous items needed for their installation.

· For years 2-3, annual license fees are to be based on base bid license counts for purposes of evaluation as well as any support fees, if any, that are not included in licensing cost.

· Cost is evaluated on total cost of ownership (TCO) for the first three years including base bid items and ongoing support and licensing fees for years 2-3.

· Vendor to identify if solution is on premise or SAAS

· After initial three years, vendor is to limit cost increase to a fixed percentage.

C. Service/Maintenance

· Proposals will be evaluated on solutions ability to meet desired requirements found in sections 3.03.4 & 3.03.5 of solicitation D. References.

· Offeror will be evaluated on references.

· Must provide a minimum of three (3) references, complete with the organization name, contact person and telephone number for whom you have provides services similar to the scope and size of work outlined above., If the references provided do not respond to College contact or in a timely manner, Offeror will receive zero points for this section.

SECTION 4 - PROPOSAL RESPONSE OUTLINE

4.01 Proposal Response Outline. Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:

A. LETTER OF TRANSMITTAL. The letter of transmittal should include an introduction of the supplier or company, the name, address, telephone number, fax number and E-mail address of the person(s) to be contacted along with others who are authorized to represent the company in dealing with this RFP. Any other information not appropriately contained in the proposal itself should also be included in the letter.

B. EXECUTIVE SUMMARY. An executive summary will briefly describe the supplier’s approach and clearly indicate any options or alternatives being proposed. It should also indicate any major requirements that cannot be met by the supplier.

C. DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain a specific response in outline form to each section in this RFP which requires a response. Outline numbers should correspond, in order, to the section numbers contained in this RFP. Failure to provide written response to items indicated in this RFP will be interpreted by the College as an inability by the supplier to provide the requested product, service or function.

D. COST PROPOSAL. The supplier must submit their cost proposal in a separate fill allowing costs to be evaluated independently of other criteria in the proposal.

E. FINANCIAL REPORTS. Upon request, the supplier should furnish a current audited financial report for the company’s most recent fiscal year.

F. MISCELLANEOUS. Additional information and attachments, if any may be submitted by the supplier.

SECTION 5 - PROPOSAL EVALUATION

5.01 Proposal Evaluation Criteria. The criteria to be used by the Selection Committee to evaluate proposals are as follows:

A. Functionality (40 pts) B. Cost (30 pts) C. Service/Maintenance (25 pts) D. References (5 pts)

5.02 Evaluation. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code and all applicable rules and policies.

In the initial phase of the proposal evaluation process, the evaluation committee will review all proposals timely received. First, non-responsive proposals (those not conforming to RFP requirements) will be eliminated. Second, the remaining proposals will be evaluated in a cursory manner to eliminate from further consideration those proposals which in the judgment of the evaluation committee fail to offer sufficient and substantive provisions to warrant further consideration. Each supplier bears sole responsibility for the items included or not included in the response submitted by that supplier. The College reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions and/or specifications in this RFP.

At the conclusion of this initial evaluation phase, the top (3) three finalist supplier proposals will be selected for detailed review and evaluation, including oral presentations if required. The College reserves the right to be the sole judge as to the overall acceptability of any proposal or to judge the individual merits of specific provisions within competing offers.