RFI DS2024-B WSU Menu & Inventory.docx.crdownload

REQUEST FOR INFORMATION (“RFI”) NO. DS2024-B WSU

CLOUD BASED MENU AND INVENTORY MANAGEMENT SOLUTION

INTRODUCTION

Washington State University (“WSU”) is in the process of reviewing options for a menu and inventory management solution for Dining Services. Dining is requesting input from the relevant business community via this RFI to help formulate a potential procurement approach and to ensure the potential resulting procurement reflects industry developments, functionality, and future innovation.

A response to this RFI is not a mandatory requirement for participation in any subsequent solicitations released by WSU.

The release of this RFI is no way obligates WSU to conduct a follow-on competitive procurement or to award a contract.

To gather some additional industry information, some responders to the RFI may be invited to provide a 60-minute virtual demonstration of their menu and inventory management solution. Please ensure your contact information is provided in any response to this RFI, including availability or time restrictions.

This RFI is divided into five sections:

· Section 1 - Deadlines and RFI questions.

· Section 2 - Information about this RFI.

· Section 3 - How to submit a response.

· Section 4 – Questions about menu & inventory management solutions.

· Section 5 – Company information.

SECTION 1 – DEADLINES AND RFI QUESTIONS

IMPORTANT DATES:

QUESTIONS: Questions or concerns regarding this RFI may be directed to the following Procurement Coordinator for the RFI (Note: Responses should be sent to the contact listed in Section 3 below):

RFI Procurement Coordinator

Subject Line: RFI No. DS2024-B WSU WSU-Dining Menu & Inventory Management Solution

Questions and answers will be posted to WEBS. Only entities who have properly registered in WEBS at https://fortress.wa.gov/ga/webs and downloaded the original RFI directly via WEBS will receive notification of an RFI amendment or Q&A document.

SECTION 2 – INFORMATION ABOUT THE RFI

2.1. OBJECTIVES OF THE RFI:

· To learn about the field of vendors

· To understand how to ensure any resulting competitive solicitation is tailored to the services required

· To establish an appropriate level of minimum qualifications and relevant score experience criteria for vendors that may participate in an eventual competitive solicitation

2.2. INCURRED EXPENSES. Respondents are advised that WSU will not pay for any information or administrative costs incurred in response to this RFI.

2.3. FUTURE SOLICITATION. WSU might use information gathered through this RFI to develop a solicitation; however, this RFI is issued solely for information and planning purposes – it does not constitute a promise to issue a solicitation in the future and does not commit WSU to contract for any supply or service. Not responding to this RFI does not preclude participation in any future solicitation, if any is issued. If a solicitation is released, it will be posted on WEBS at https://fortress.wa.gov/ga/webs. It is the potential bidders' responsibility to register in WEBS and monitor that site.

2.4. PUBLIC RECORDS DISCLOSURE ACT. All documents submitted to WSU as part of this RFI will become public records. Such records are subject to public disclosure unless specifically exempt under RCW chapter 42.56.

SECTION 3 – HOW TO SUBMIT A RESPONSE

3.1. SUBMITTING RESPONSES.

Email Response To:

Subject Line: RFI No. DS2024-B WSU WSU-Dining Menu & Inventory Management Solution

3.2. Response Content. WSU requests that all responses be in PDF or Word format. Parties interested in responding may choose to download this RFI and type their answers into the document. Please complete both Sections 4 and 5 to ensure WSU can contact you with any questions.

3.3. ADDITIONAL INFORMATION. WSU is interested in learning about the industry standards as they relate to respondents’ line of business or the industry. Respondents may also describe concerns or suggest equal or alternative ways of conducting business by providing a detailed description, supporting documentation, and any associated exceptions to such industry standards.

SECTION 4 – QUESTIONS ABOUT DINING SERVICES’ MENU & INVENTORY MANAGEMENT SOLUTIONS

1. Can you provide an overview of your organization’s experience working with college and university dining services?

2. Can you provide references to other higher education institutions who use your menu & inventory management solution?

3. What integrations and interfaces are available for your organization’s menu & inventory management solution?

a. Campus ID card and payments

b. Point of Sale (POS) Systems

c. Food lockers

d. Delivery robots

e. Reusable packaging

f. Electronic Data Interface (EDI)

g. Enterprise Management System (EMS)

h. Events & conference solution

i. Printed tag/label solutions/shelf tags

j. Online menu publishing system

k. Digital signage

4. Please describe the accessible reporting capabilities of your solution.

5. What hardware is needed for your solution (i.e., printers, kiosks, tablets, etc.)? Is hardware offered by your organization?

6. How does your organization ensure customer data security? Our standards for IT security typically require SOC2 and HECVAT documents. If asked, could you provide these documents?

7. How does your organization’s menu & inventory management solution differentiate itself from the competition?

8. Please explain if/how your menu & inventory management solution functions in relation to the following:

a. Operating a central commissary kitchen as an internal vendor

b. Supporting small grocery market

c. System updates – are there times when the system is offline, and not usable?

d. Perpetual inventory features and/or the capability of obtaining shrink metrics?

9. What is your organization’s pricing structure(s)? What are some of the major fees (i.e., integrations)?

a. What are one-time costs?

b. What are the reoccurring costs?

10. What support services does your organization provide for menu & inventory management solution

a. Please list and describe what those support services are.

b. Does your organization offer one-time, or continuous on-site support/services?

11. How frequently is new innovation and/or functionality introduced?

a. If applicable, please share a roadmap of innovation and/or functionality.

b. Do customers pay for these, or is it included as the solution evolves?

12. What does implementation look like?

a. What is a standard implementation timeline for institutions switching away from their current menu & inventory management solution?

b. Does the ability to transfer/import data from another menu management & inventory system into your organization’s solution exist?

c. How does your organization ensure a successful launch?

SECTION 5 – COMPANY INFORMATION

Company:

Company Information

Legal company name (from business license) and address:

Federal Tax ID No. (TIN) If TIN is a Social Security number, provide only the last four digits

If yes, provide MWBE certification no.

If yes, what is your business size?

Small Mini Micro

If yes, provide WSDVA certification no.

Point of contact

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