Response to Offeror Questions.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- Retail Management Solution
- Solicitation number
- 25RFI-SDBOR-2025-01
- Issued by
- Kingsbury County, South Dakota
About this file
This is a Response to Offeror Questions document for the South Dakota Board of Regents (SDBOR) regarding RFI No. SDBOR 2025-01 for a retail management solution across multiple university bookstores including Black Hills State, Dakota State, Northern State University, South Dakota State University, and University of South Dakota. The RFI responses are due by February 14, 2025, with an evaluation period from February 24-March 7, 2025, demonstrations scheduled for March 10-14, 2025, and a final decision by March 21, 2025. The implementation timeline is flexible, with South Dakota Mines targeting a go-live date between June 1-July 1, 2025.
The current environment varies across locations, with stores using between 2-6 POS registers, primarily Toshiba and IBM hardware, and existing solutions including PRISM RBS for inventory management and Shift4 for payment processing. Annual sales volumes range from $250,000 to $1.7 million across locations. Key requirements include compatibility with existing hardware where possible, integration with Banner, Vital Source, Blackboard, and Shift4, and the ability to manage course materials, general merchandise, and e-commerce capabilities. Each university store requires its own unique back-office inventory management system rather than operating as a single entity.
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| File | Type | Posted |
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| RFI Document.pdf | ||
| RFI Document.pdf |
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Sheet1
| QUESTIONS | ERROR:#VALUE! | BLACK HILLS STATE / JACKET ZONE | DAKOTA STATE / TROJAN ZONE | NORTHERN STATE UNIVERISTY / WOLF SHOPPE | SOUTH DAKOTA STATE UNIVERSITY / JACKRABBIT CENTRAL | UNIVERISTY OF SOUTH DAKOTA / CHARLIE'S BOOKSTORE & FAN SHOP | SECURITY QUESTIONS | ||
| 1 | Please provide an Itemized total of point-of-sale terminals and Mobile terminals per location. | 4 registers are IBM smart choice purchased in 2013 with epson insert receipt printers, ipad mobile | 3 POS Register Units - Older Toshiba Models | 2 POS registers, 1 mobile POS | 2 POS registers. Prefer to keep the Toshiba touch screen registers purchased 18 months ago. | 6 POS Registers, Toshiba TCx810 POS | |||
| Terminals purchased in 2023. | 6 POS registers | ||||||||
| 2 | Please provide Itemization of software solutions usage per location. Examples: Inventory Management, POS solution and Ecommerce solution. | inventory management including course materials management, POS solution, Ecommerce Solution, mobile solution. Currently using PRISM RBS | Merchandise inventory management. Course materials management including textbook rentals. POS, Ecommerce & Mobile Solotions. Shift 4 payment processing. | Vital Source - course materials (no physical stock). Prism- POS and inventory management system. Shift4- ecommerce | General Merchandise Inventory Management, POS solution, Ecommerce solution. PRISM RBS current provider. | Inventory Management, Prism POS, Course Materials Mngt, Shift4 ecommerce & Mobile Solution | Merchandise inventory management, POS, Ecommerce | ||
| 3 | Please provide details of Inventory products per location. Examples: Textbooks, Digital Textbooks and General Merchandise. | Textbook (course materials), digital including IA and/or EA capabilities, general merchandise. Detailed inventory file could be provided if requested. Currently have 40K+ items on hand | Physical course materials, digital course materials, rental textbooks, gifts, clothing, office supplies, art supplies, food and sundries. | Spirit, clothing, and office supplies | General Merchandise Inventory. | Textbook (course materials), digital including IA and/or EA capabilities, general merchandise, office supplies. | General merchandise inventory - clothing, drinkware, memorabilia, etc., | ||
| 4 | Please provide a timeline for evaluation process. RFI Evaluation Timeline? Demonstration Timeline? Final Decision Timeline? | Timeline: Evaluation Feb 24-March 7, 2025, Demos Mar 10 - March 14, 2025, Decision March 21. South Dakota Mines desired "go live": date is between June 1 - July 1, 2025. "Go live" date could vary by University | Prefer to not be a Beta tester. Would prefer flexible timeframe for go-live. | No timeline- need to be able to give current provider proper notice per current contract | No real timeline. Once a group decision is made, go live date needs to be flexible. | No real timeline, flexible | Flexible | ||
| 5 | Please provide clarification on how the RFI’s will be evaluated? | Initial Setup :length of time set up takes from signing to go live date |
Cost including: Hardware, training & Onboarding fee , per user cost if applicable Annual Fees : annual maintanence fees flexibility of hardware that can be used Course Materials: management capabilites including IA & EA management Data Security measures POS Capabilities: instore & remote real-time integrated E-Commerce Capabilities Inventory Control with stock ledger Support and Training AR,AP, imports, exports etc
| Ease of Use knowledge of HTML language is not required | System needs to be campatible with but not limited to Banner, Vital source, Blackboard, Shift 4, D2L | Cost; functionality/cababilities; data security; reporting modules; ecommerce cababilities; ability to integrate with banner; ability to integrate with blackboard; mobile soloution; no HTML. | Same as Mines- however, no EA interest and must pass our ITS compliance measures | Same as the other schools. The proposed system must pass all state security and IT protocols to be considered. Continuing to use Shift4 is very important to us. | Same as other schools. | See other answers. | ||
| 6 | For the purpose of RFI No. SDBOR 2025-01, which universities and special schools are in need of a retail management system? | All University stores have an existing solution. Viable alternatives are being evaluated. | All University stores have an existing solution. Viable alternatives are being evaluated. | All University stores have an existing solution. Viable alternatives are being evaluated. | All University stores have an existing solution. Viable alternatives are being evaluated. | All University stores have an existing solution. Viable alternatives are being evaluated. | All University stores have an existing solution. Viable alternatives are being evaluated. | |
| 7 | What are the hardware needs of each campus store? | Depends on ability to use exisiting hardware listed. Non proprieitary hardware is preferred. Hardware currently being used will vary from school to school | Would like to upgrade if the cost is feasible. Prefer something with a smaller footprint than what we have. | Would need to be discussed | We would profer to use the recently purchased Toshiba Touch Screen Registers. | We would profer to use the recently purchased Toshiba Touch Screen Registers. | Would prefer to use our hardware if compatible. | |
| 8 | How many lanes of POS / stationary registers does each store location need? | 3 POS lanes with 1-2 mobile solutions. Flexibility with POS lane hardware that could also serve as a mobile solution. | 2-3 POS Registers | 2 physical POS registers | 2 stationary POS registers. | Main Store - 3 physical POS registers |
Stadium Store - 2 physical POS registers
| Downtown Store - 1 physical POS register | Campus - 2, Downtown - 2, Pop-Ups - 2 | |||||||
| 9 | How many mobile POS registers does each store need? | 3 POS lanes with 1-2 mobile solutions. Flexibility with POS lane hardware that could also serve as a mobile solution. | 1 mobile | 1 mobile | 1 mobile register if the expense is not too great. | 1-2 mobile solutions | 2 | |
| 10 | Are there any additional hardware needs? | dependent on compatability of existing hardware. If our hardware is not compatable each station would need : register including: cash drawer, receipt printer, scanner, customer facing display, Pin Pad ( typically provided by credit card provider) Transact reader. In addition the store would need 1 barcode printer for merchandise tags | dependent on compatability of existing hardware. If our hardware is not compatable each station would need : register including: cash drawer, receipt printer, scanner, customer facing display, Pin Pad ( typically provided by credit card provider) Transact reader. In addition the store would need 1 barcode printer for merchandise tags | no | Would like to run a sidecar for Thunder Buck program used on campus at NSU. Cost will be the deciding factor whether we pursue this or not. | dependent on compatability of existing hardware. If our hardware is not compatable each station would need : register including: cash drawer, receipt printer, scanner, customer facing display, Pin Pad ( typically provided by credit card provider) Transact reader. In addition the store would need 1 barcode printer for merchandise tags | dependent on compatability of existing hardware. If our hardware is not compatable each station would need : register including: cash drawer, receipt printer, scanner, customer facing display, Pin Pad ( typically provided by credit card provider) Transact reader. In addition the store would need 1 barcode printer for merchandise tags | |
| 11 | Per question #12 under Integrations, we may be able to accommodate the use of existing hardware, i.e. IBM, Toshiba, etc. Are you able to share the models and specs for the existing hardware and register configurations that the stores may be interested in continuing to use? | registers are IBM smart choice purchased in 2013 with epson insert receipt printers. 1 Ipad mobile | Yes- if we move forward we can find that information | Yes- if we move forward we can find that information | Yes we can, once the process moves forward. | Yes we can, once the process moves forward. | Yes- if we move forward we can find that information | |
| 12 | Do the SDBOR universities and special schools require their own unique back-office inventory management system? Or would they prefer to be considered one company (ex. SDBOR) with multiple stores/locations (e.g., Store 1 = South Dakota State University, Store 2 = Black Hills State University, etc.)? | all stores will require their own unique back-office inventory management system | Seperate | Yes | We would want to be our own unique store location. | We would want to be our own unique store location. | Separate back office | |
| 13 | What is the annual sales volume of the campus stores in the SDBOR system? | 1.3 million including FDA revenue; 800,000 per year through the register | 1.7 Million total sales | 2024 FALL FTE APPROX 2300. FROM SDBOR WEBSITE. SALES FIGURES NOT PROVIDED | $250,000 total sales, 86% through POS and 14% through website. FDA billed through NSU Finance. | 2024 FALL FTE APPROX 10000. FROM SDBOR WEBSITE. SALES FIGURED NOT PROVIDED | $1 million (merch only, no books) | |
| 14 | We understand the State of SD contracts with Shift4 for credit card end-to-end processing. Does Shift4 serve as both the merchant service provider and the payment gateway processor? If no, who is the merchant service provider for the State of SD? | Currently, Shift 4 serves as both the merchant service provider and payment gateway processor | Shift 4 serves as both the merchant service provider and payment gateway processor | Shift 4 serves as both the merchant service provider and payment gateway processor | Shift 4 serves as both the merchant service provider and payment gateway processor | Shift 4 serves as both the merchant service provider and payment gateway processor | Shift 4 serves as both the merchant service provider and payment gateway processor | |
| 15 | What is meant by ‘able to handle multiple ISBNs – up to 5’? Do you mean for the same print item? Or do you mean various conditions of the same content (e.g., new, used, digital, etc.)? | more item numbers are being tied to the same content and we would like to have the ability to cross reference for ease of jumping between items. Example: A book that uses IA has a different ISBN than the print ( which may have mulitple format ISBN). If a student wants to order print it would be nice to have all that information to be referenced into 1 place. With our existing software, each differnee ISBN must create a new item while IA titles are not in the system at all. Requires external spreadsheets to "connect them" | See Mine's answer <----- | N/A no physical stock | We do not carry physical textbooks, not applicable to us. | We will possibly have not physcial stock once we move to Akademos this Spring | N/A | |
| 16 | PRINT, #1b - In relation to PRINT books, what is meant by “handle multiple ISBNs”? | more item numbers are being tied to the same content and we would like to have the ability to cross reference for ease of jumping between items. Example: A book that uses IA has a different ISBN than the print ( which may have mulitple format ISBN). If a student wants to order print it would be nice to have all that information to be referenced into 1 place. With our existing software, each differnee ISBN must create a new item while IA titles are not in the system at all. Requires external spreadsheets to "connect them" | See Mine's answer <----- | N/A no physical stock | We do not carry physical textbooks, not applicable to us. | We will possibly have not physcial stock once we move to Akademos this Spring | N/A | |
| 17 | PRINT, #1c – Please define/describe “information fields”? | If alternate information needs to be added can fields be added as needed? Examples: notes from the publisher, availablilty info, Student's preferred name, multiple IDs, mulitple vendors tied to the same item, etc. | See Mine's answer <----- | N/A Vital Source Compare will handle this | N/A Vital Source handles this for us. | N/A Vital Source handles this for us. | N/A | |
| 18 | PRINT RENTALS, #2e – Please define/describe what is meant by “Secure rentals”? | ability to secure a payment method in case the rentals are not returned. Students would then be charged for the non-returned rental. Could be credit card, ar charge etc. | See Mine's answer <----- | N/A no physical stock | We do not carry physical textbooks, not applicable to us. | N/A no physical stock | N/A | |
| 19 | DIGITAL & IA, 3f – In relation to Digital books, what is meant by “handle multiple ISBNs”? | more item numbers are being tied to the same content and we would like to have the ability to cross reference for ease of jumping between items. Example: A book that uses IA has a different ISBN than the print ( which may have mulitple format ISBN). If a student wants to order print it would be nice to have all that information to be referenced into 1 place. With our existing software, each differnee ISBN must create a new item while IA titles are not in the system at all. Requires external spreadsheets to "connect them" | See Mine's answer <----- | N/A no physical stock | We do not carry physical textbooks, not applicable to us. | N/A no physical stock | N/A | |
| 20 | POS, Question # 6- Please define/describe what types of special orders? | Some items are pre-paid before the actual order has been placed or the item has been sold out and the customer wants to place an order for that item. Is there an ability to "create" an order in the system that can tie it to the customer and have the customer sign for the order at pick up. | See Mine's answer <----- | N/A | We do not carry physical textbooks, not applicable to us. | N/A no physical stock | N/A | |
| 21 | Misc. #12 Please elaborate on what is meant by “alternate fields” | If alternate information needs to be added can fields be added as needed? Examples: notes from the publisher, availablilty info, Student's preferred name, multiple IDs, mulitple vendors tied to the same item, etc. | See Mine's answer <----- | N/A | N/A | N/A | N/A | |
| 22 | Customer Info #1 – Please elaborate on “Can the system add alternate fields when needed”. | If alternate information needs to be added can fields be added as needed? Examples: notes from the publisher, availablilty info, Student's preferred name, multiple IDs, mulitple vendors tied to the same item, etc. | See Mine's answer <----- | N/A | N/A | N/A | N/A | |
| 23 | Customer Info #2 – Please elaborate on what an “ez charge import with set dollar amount” if referring to. | Each store has a different name for this if being used. This information is imported from files created by IT. Need to be imported as an "Ar" charge with a set dollar amount that allow students to charge to their student account. Student charge are submitted to the business office to be imported to the students account. | We no longer allow students to charge to their account | We don't allow student charging | Students do not charge at the NSU Wolf Shoppe. | Each store has a different name for this if being used. This information is imported from files created by IT. Need to be imported as an "Ar" charge with a set dollar amount that allow students to charge to their student account. Student charge are submitted to the business office to be imported to the students account. | Each store has a different name for this if being used. This information is imported from files created by IT. Need to be imported as an "Ar" charge with a set dollar amount that allow students to charge to their student account. Student charge are submitted to the business office to be imported to the students account. | |
| 24 | Do any of the locations listed NOT use/require: A, B, C below | see A, B, C for answers | See below | see below | see below | see below | ||
| 24a. | Course Materials (including digital/IA/EA programs) | yes | yes | only IA- not interested in EA | no | no | ||
| 24b. | eCommerce | yes | yes | yes | yes | Yes | Yes | |
| 24 c. | Transact card | yes | yes | yes | yes, if cost effective. | Yes | Yes | |
| 28 | Lastly, do any of the locations: | see below for answers | See below | no | see below | see below | ||
| 28a. | Manage multiple eCommerce sites | no | no | no | no | No | no | |
| 28b. | Manage course materials in/for multiple locations | no | no | no | no | Yes | no |
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