Amendment 001.docx

SAP

State of South Carolina

Request for Proposal

AMENDMENT 001

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022134 11/29/2021

BRITTANY SLOAN

8037373410 bsloan@mmo.sc.gov SFAA, Div. of Procurement Services, MMO PO Box 101103 Columbia SC 29211

DESCRIPTION: Customer Relationship Management System

USING GOVERNMENTAL UNIT: Coastal Carolina University

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 12/15/2021 11:00 AM (See "Deadline for Submission of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 11/17/2021 4:00 PM (See "Questions from Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ONLINE BIDDING PREFERRED; If submitting Online in SCEIS please See Online Bidding Instructions in Section II.B. If submitting Hardcopy, submit One (1) Original Hardcopy marked “Original”, and One (1) Electronic (digital) Media Copy marked “Copy” (See “Electronic Copies-Required Media & Format” provision Section II.B.) Initial here if NO redacted copy is necessary___________

CONFERENCE TYPE: Pre-Proposal

DATE & TIME: 11/17/2021 10:00 AM

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Virtual Platform

You must submit a signed copy of this form with Your Offer. By signing, you agree to be bound by the terms of the Solicitation. You agree to hold your offer open for a minimum of ninety (90) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENT # 001

Solicitation #5400021931

AMENDMENTS TO SOLICITATION (JAN 2004)

The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

Questions from Offerors - amendment (Jun 2017) The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The “state’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential Offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows: underlined text is added to the original provision. Stricken text is deleted. [02-2a097-1]

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL INVITATION FOR BID.

SAP

QUESTIONS & ANSWERS

SOLICITATION# 5400022134

CCU CRM SYSTEM

1. Does Coastal University have a current vendor in place for your CRM Support?

State’s Response: The current CRM is Slate by Technolutions.

2. Does Coastal University have a specific budget for its CRM support project?

State’s Response: budget Information is not available to the public.

3. For your CRM support, does the new vendor need to be onsite to provide support services?

State’s Response: No, but they need to be available during business hours via phone, email, or virtual meeting.

4. Would Coastal University need additional customer care support along with the CRM services? (help desk services) State’s Response: No.

5. Approximately how many audience segments does the university need for us to manage? (Prospective, Current, Alumni or All students).

State’s Response: The CRM needs to support prospective students and applicants at the Undergraduate and Graduate level.

6. Does Coastal University need additional marketing services for insights towards recruiting prospective students? (For enrollment purposes) State’s Response: No.

7. Coastal Carolina University recently started working with Technolutions Slate as a result of a similar RFP that was released in January 2021. Can you provide details as to why you are looking to transition to a different CRM?

State’s Response: Per state procurement requirements, we are required to do through an RFP to have a multi-year partnership with a CRM vendor.

8. Did the University evaluate solutions that could meet its requirements through vendor demonstrations leading up to the RFP release? If so, what types and names of solutions and vendors were evaluated?

State’s Response: No.

9. Which social media integration channels are required?

State’s Response: Ideally Facebook, Instagram, and YouTube.

10. Multiple support levels are available, what are your expectations around standard customer support request SLAs? (for non-major Sev 1 incidents) State’s Response: For non-major Sev 1 incidents, we would expect that an initial acknowledgement of the issue reported would be received to the originator within 24 hours of the issue being reported and/or a ticket submitted. Within 48 - 72 hours, we would expect a response from the service provider indicating that the issue had been assigned to the appropriate support personnel who are responsible for analyzing and/or fulfilling the service request.

11. Do you plan to use this solution for student success, advising and early alerting in addition to admissions and recruitment?

State’s Response: No, the CRM is for recruitment and admission.

12. Do you plan to use this solution as an alumni engagement tool? If so, please indicate additional alumni solutions in place that would require an integration.

State’s Response: No.

13. Will the institution consider a solution that does not provide unlimited users?

State’s Response: No.

Can you describe expectations, data types, and volumes around migration from your current Slate system? Is the bidder or University responsible for extract, conversion, ingest of migration data? Do you have a data retention policy or standard to observe?

State’s Response: The final student record volume is not known at this time; however, total student records can exceed 100K. The data extracts will include student demographic information, education records, test scores, communication records, and event attendance information. CCU can provide the extract data and the bidder will need to provide/development an import template from data from the legacy CRM. Please refer to the Data Privacy, Classification, and Protection Policy, and Attachment A, Data Security and Governance.

14. The use of the certain systems requires the purchase of Salesforce licenses. If this type of system is the chosen vendor, is Coastal Carolina able to sign two separate contracts?

State’s Response: No.

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