RFP_7031_-_Point_of_Sale_and_Inventory_Management_System.pdf

RFP 7031

Point of Sale and Inventory Management

System

Request for Proposal

Aztec Shops Ltd.

San Diego State University San

Diego, CA 92182-1701

Table of Contents

1. General Information

1.1. Introduction

1.2. Contacts/Planet Bids Submissions

1.3. Schedule

1.4. Overview

1.5 Contract Term

1.6 Contract Award

2. Statement of Work

2.1. Scope of Services

2.2. Equipment and Systems

2.3. Service

2.4. Contractor Responsibilities

3. Request For Proposal

3.1. RFP Process

3.2. Submissions

3.3. Contractor Selection

3.4. Scoring

3.5. Additional Information/Questions

3.6. Negotiations and Best and Final Offer

Exhibits

Exhibit A - Additional Information and Requirements Exhibit B - Bidder Declaration Form Exhibit C - Proposal Certification Form Exhibit D - Qualifications Exhibit E - References Exhibit F - Personnel Experience Exhibit G - Price Proposal Exhibit H - General Provisions

11/15/24 Point of Sale and Inventory Management System

1. General Information

1.1. Introduction

Aztec Shops Ltd. (herein referred to as “Aztec Shops”) seeks competitive sealed proposals to qualified firms to provide Inventory Management, POS System, and ecommerce to the SDSU Bookstore and the Aztec Store in Imperial Valley, in accordance with the specifications contained in this Request for Proposal (RFP).

1.2. Contact/Planet Bids Submissions

Proposers must register with PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. Obtaining documents via any other method does NOT make the Contractor a Proposer or Record. Planetbids sends notifications to prospective proposers; however, Aztec Shops recommends that the proposers periodically check the PlanetBids website for modifications to RFP documents. Aztec Shops is not responsible for the prospective proposer’s misunderstanding of the RFP solicitation or a nonresponsive proposal due to failure to check the website for updates or addenda to RFP documents, and/or other information regarding the RFP solicitation. Failure to periodically check this website will be at the proposer’s sole risk.

Aztec Shops assumes no responsibility for delay in submission of the proposal through the PlanetBids system. Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

Requests for additional information or clarification must be submitted in writing at the Planetbids website https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. Questions must be received by no later than December 2, 2024 at 2:00 PM PST. Proposers are asked not to contact other employees of San Diego State University and Aztec Shops, concerning this RFP during the solicitation process. QUESTIONS WILL ONLY BE ACCEPTED VIA PLANETBIDS.

Responses to questions and addendums will be posted online at the PlanetBids website:

https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

The dates up to and including the “Deadline for Submission of Proposals” date may be adjusted upon advance written notice.

Dates after the receipt of proposals may be adjusted without written notice. Additional RFP steps may be included at the discretion of Aztec Shops.

PROPOSALS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL BE REJECTED.

1.3. Schedule

RFP Issued November 15, 2024

Non-Mandatory Pre-Bid meeting and site visit

TBD

Questions/Clarifications Deadline

December 3, 2024, at 2:00 P.M. PST

Questions/Clarification Answers

TBD

Proposals Due December 17, 2024, at 2:00 P.M. PST

LATE PROPOSALS WILL NOT BE ACCEPTED

Contract Effective Date

Estimated March 1, 2025 https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

1.4. Overview

Aztec Shops Ltd., incorporated in 1932, is a non-profit corporation which provides commercial services to San Diego State University (SDSU). Aztec Shops is an auxiliary organization of SDSU and operates as an autonomous entity even though it is located on the campus of SDSU. Aztec Shops is dedicated to providing quality commercial services in the areas of food sales, bookstore operations, catering, convenience store operations, vending, concessions, and much more. As a member of the California State University system, Aztec Shops may be required to follow any current and future system wide policies.

Aztec Shops intends to have the new software in use no later than August 4, 2025 and all systems must be delivered, installed and staff trained in accordance with specifications as outlined in Section 2 and in Exhibit A by that date. The specifications set forth herein shall be noted as the standards for the Point of Sale & Inventory Management System, as well as for the format for prospective contractors to submit their proposals. The successful contractor shall demonstrate their ability to furnish and provide the services and goods as described in this RFP.

All work/services are located on San Diego State University owned and/or operated property and subject to University policies, procedures and requirements.

During the performance of the agreement, the Contractor is committed to providing equal employment opportunity (EEO) decisions solely upon an individual's qualifications relating to the requirements of the position for which the individual is being considered, in regards to recruiting, hiring, training, transferring and promoting the best qualified persons for all jobs without regard to ancestry, age, color, disability, genetic information, gender, gender identity, gender expression, hair style or texture associated with race, marital status, medical condition (genetic characteristics (GINA), cancer or a record or history of cancer), national origin, race, religion (religious dress/grooming practices), sex (includes pregnancy, childbirth, breastfeeding and/or related medical conditions, reproductive choices), sexual orientation, military or veteran status, victimization of domestic violence (includes sexual assault, and/or stalking),or any other categories protected by law. The Contractor ensures that this applies to all personnel actions such as compensation, benefits, transfers, layoffs, company-sponsored training, promotions, terminations and disciplinary actions.

Aztec Shops seeks proposals from qualified and competent contractors to provide a Point of Sale, ecommerce, and Inventory Management System for the Bookstore at San Diego State University. The regular academic calendar runs approximately from the third week in August through the middle of May. Summer session classes run from the end of May through approximately the second week of August.

Aztec Shops expects Proposers to present a complete program for the implementation and management of its Point of Sale, ecommerce, and Inventory Management System and to include verifiable examples of successful implementations on other higher education Bookstore operations

This Request for Proposals does not commit Aztec Shops to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All proposers shall pay their own costs incurred in preparing for, traveling to and attending the in-person meeting.

Aztec Shops reserves the right to reject any and all RFP submittals, to amend the RFP and the RFP process and to discontinue or re-open the process at any time. Aztec Shops shall not be liable to the Respondent (Contractor) for personal injury or property damage sustained in the performance of these services, however caused

1.5. Contract Term

The term of the contract is for a period of five (5) years from March 1, 2025, to February 28, 2030, with an additional two (2) two-year renewal option, not to exceed nine (9) years. Continuing renewal and cancellation terms shall be negotiated with the successful Contractor.

1.6. Contract Award

Each Contractor shall submit, as a part of their proposal, complete specifications and detailed descriptions of the system and services they propose to supply under this contract. Aztec Shops' decision as to the successful Contractor shall be based on the specifications and qualifications of the Contractor, and the Point of Sale- ecommerce and Inventory Management service operations plan or plans most advantageous to Aztec Shops (considering total annual cost, operational methods, management services and other pertinent information). Other factors that may be applied include, price of the products to the consumers, additional incentives, programs, and consideration offered by the Contractor, as well as the service levels proposed. The final details of the contract with the successful Contractor shall be negotiated based on the Contractor’s details of the chosen proposal.

Award shall be recommended to the Contractor whose proposal best meets the needs of Aztec Shops. The successful Contractor will receive written notification from Aztec Shops’ intent to award. Aztec Shops may then enter into a contract with the successful Contractor. In the event Aztec Shops and Contractor to whom an award is made fails or refuses to execute the contract by March 1, 2025, Aztec Shops may at its sole discretion award the contract to the next highest Contractor or reject all proposals.

1.7. Protest

Proposers filing a protest of the specifications and/or requirements shall submit such protest prior to the scheduled submittal deadline. Proposers filing protest of contract award must do so within five (5) business days after Notice of Intent to Award. The protesting Proposer shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, email, facsimile, or delivered in person to the Aztec Shops’ contact shown in section 3.2. A protest decision will be provided and will be in writing and sent by certified or registered mail, email, facsimile or delivered in person to the protesting Proposer. The Protest decision made by the Aztec Shops is final.

However, in no event shall Aztec Shops’ decision to deem a Contractor non-responsive be subject to protest. Aztec Shop’s decision on if a Proposal is non-responsive is final.

2. Statement of Work

2.1 Scope of Services

The scope of services covered by this solicitation is to provide Inventory Management, POS System, and ecommerce to the SDSU Bookstore and the Aztec Store in Imperial Valley. There are also offsite locations, that will sell apparel and gifts. We invite proposals for qualified providers of Inventory Management, POS System, and ecommerce to submit a proposal to perform the services as described in the specifications below. Through this process Aztec Shops desires to obtain the best value agreement for the organization.

2.2 Equipment and Systems

2.2.1 Summary of Needs

We are seeking to operate a store with:

• 2 back-office seats for inventory management

• 2 standard point of sale lanes

• 2 mobile unit for POS and inventory, web order fulfillment, receiving and purchase orders

• 2 local POS controller

• 1 network managed appliance

• Accounts Receivable module

• E-commerce solution

2.2.2 Back-Office System Hardware

Provide support for a physical server on premises and virtual server. The server should be equipped with the minimum standard to accommodate the inventory management application, operating system, database, utilities for virus protection, logging and ancillary updates. The storage capacity should be adequate for up to 5 years of data before purging, with the exception of log files.

The back-office hardware must include a barcode printer for marking items not bar coded by the vendor, and to apply stickers with store-specific markings which may include the SKU number, short description, department-class-category, received date, barcode and price.

2.2.3 POS System Hardware

The POS hardware should be built on open, industry-standard platforms running Microsoft Windows 10 and may be updated to higher software versions. The user should be able to use these units as back-office workstations and point-of-sale terminals applications simultaneously. The system must support the following hardware types. If the hardware deviates from the descriptions below, an explanation of equivalency must accommodate your response.

The preferred vendor will provide a cloud-based point of sale system. The network must be managed by the vendor and include a managed network appliance with continuous monitoring for connectivity and performance. The managed network should support cellular failover capability on demand.

2.2.4 POS Terminals

POS terminals with minimum 15” screens. Preferred configuration will include:

• Touch screen hardware

• Cash drawer with 5-bill till

• 2 line by 20 character customer display

• Barcode scanner or linear imager with visible light scan pattern, capable of reading EAN, UPC, compressed UPC bar codes found in our inventory

• Magnetic strip reader with capability to read from tracks 1, 2 or 3

• Has the capability to use API to allow Transact Campus Stored Value tender types.

2.2.5 Hand-held Terminals

System will include two mobile hand-held terminals with cellular and Wi-Fi capability for processing sales. The mobile hand-held unit must be an iOS device with a secure jacket or sle, capable of fulfilling P2Pe bank card processing. The sled must include barcode scanner capability. Receipt functionality must include options for email, text, and/or print-on-demand for those customers who desire a receipt.

2.2.6 Inventory Management Software

An integrated inventory management software package with:

• SKU, UPC, and ISBN input and tracking capabilities

• Summary, DCC specific, and register specific sales reporting

• Ability to manage multiple locations

• Multiple authority levels to segregate management from cashier capabilities

• Real time connectivity with the POS, RedCard, and E-commerce systems

• Sales event tools at the D, DC, DCC, and item specific levels

2.2.7 E-Commerce Platform

Host a branded e-commerce site with the following capabilities:

• Transactional platform supporting general merchandise, course material, and technology sales

• Page templates for general and item specific imagery

• Connectivity to the inventory management system

• Suggestive selling capabilities

2.3 Service

2.3.1 Implementation Services

The contractor will provide qualified staff to ensure smooth implementation of the Point of Sale and Inventory Management System. This includes, at a minimum: installation of new software onto all POS devices, ensuring minimum downtime during implementation; troubleshooting issues which may arise during implementation; and ensuring that all existing data from current systems is integrated into the new system.

2.3.2 Warranty

Warranty coverage for all equipment shall be clearly identified in the response.

2.3.3 Total Compliance

POS sites are to be cloud hosted in a PCI-compliant facility

2.3.4 Accessibility Technology Initiative

__XX____ APPLICABLE __ NOT APPLICABLE

If checked as applicable the proposed solution must be compliant with Section 508 of the Americans with Disabilities Act which requires that information technology implemented at San Diego State University be fully accessible to persons with disabilities.

The proposal must include a Voluntary Product Accessibility Template (VPAT) version 2.0 or higher for each product included in the solution. For any aspect of the solution that is not fully compliant the proposal must indicate any proposed enhancements to attain compliance and the anticipated timeline. In addition, the proposal must indicate interim measures that can be implemented to attain equally effective alternative access.

2.3.5 Cloud Services Security

__XX____ APPLICABLE ___ NOT APPLICABLE

If the proposed services involve cloud storage of any University data, the proposal must include a completed Higher Education Cloud Vendor Assessment Tool (HECVAT) to ensure cloud services are appropriately assessed to manage risks of security, confidentiality, and integrity of sensitive and PI campus data. (See also Attachment 1A for Information Security Requirements).

2.3.6 Accommodations For The Disabled

It is the policy of the CSU to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. Persons with a disability needing a reasonable accommodation to participate in the procurement process, or persons having questions regarding reasonable accommodations for the procurement process may contact Aztec Shops.

2.4 Contractor Responsibilities

Please See Exhibit A. Please fill out Exhibit A in as much detail as possible. Failure to provide adequate information or answer all questions shall be grounds for Contractor to be deemed non-responsive.

3. Request For Proposal

3.1. RFP Process

To be considered all Contractors must submit a response to this RFP. Proposals should be prepared in a simple and straightforward manner.

The proposal should contain the following:

Cover Letter: An overall introduction to the proposal including contact name and phone numbers

1. Company Name

2. Contact Name/Title/Phone/Email address of the company representative serving as the single point of contact for all questions regarding the RFP response and for coordinating on respondent’s behalf any negotiation of price or terms prior to executing a final contract

3. Address of corporate headquarters

4. Address of local representative

5. Years in business providing products/services of the nature requested in this RFP

6. General overview of respondent’s approach and qualifications to provide the products/services requested in this RFP, including a statement as to why the products/services proposed will best accomplish the objectives and needs expressed in the RFP

7. The cover letter must include the name, title and signature (no electronic signature) of an individual with legal authority to bind the Company and sign a contract resulting from this RFP.

Detailed Response: Please fill out Exhibit A Additional Information and Requirements in as much detail as possible. Failure to properly answer all questions in detail shall be grounds for Contractor to be deemed non-responsive.

Contractor Packet: Literature about your company and its products

3.2 Submission of Proposal

Proposers must submit a complete original proposal in accordance with the format provided in this solicitation to Aztec Shops through electronic upload to PlanetBids on or before the date and time set forth in the RFP. Proposers shall respond to the solicitation by electronic file upload only. PROPOSALS WILL NOT BE ACCEPTED IF SUBMITTED THROUGH ANY OTHER MEANS (Aztec Shops will not accept Proposals via mail, personal delivery, courier service or email). It is the Proposer’s responsibility to ensure that the Technical and Price Proposals are submitted through electronic upload to PlanetBids by the date and time listed in the solicitation; the time on the PlanetBid system shall be considered the official time for purposes of determining timely submittal. Mistakes or delays in the electronic submission of Proposals are entirely the responsibility of the Proposer. LATE PROPOSALS WILL NOT BE ACCEPTED.

3.2.1 Technical and Price Proposals

Technical Proposal and Price Proposal must be submitted as part of the bid. The Technical Proposal exhibit shall be marked as

“Technical Proposal” with:

The Name of Proposer and Address Buyer: Andrew Donahue, Manager, Contracts Administration RFP No. 7031 Point of Sale and Inventory Management Sytem The Date and Time proposal is due

3.2.2 Submit a Technical Proposal Exhibit

Content shall be organized to correspond to the applicable question or item within Section 3.4 Scoring and Evaluation Criteria. All forms, responses and exhibits shall be sequentially numbered to correspond to the applicable question or item.

No price data are to be included in the Technical Proposal exhibit. If price information is included in the Technical exhibit, Aztec Shops may, at its sole discretion, remove such information or declare the proposal non-responsive.

3.2.3 Submit a Separate Price Proposal Exhibit

All cost and pricing information must be contained within the Price Proposal exhibit. All proposals shall be signed by an authorized officer or employee of the Offeror. The name, title, mailing address, email address, and phone number of the authorized officer or employee shall be included. Scanned images of pages containing original signatures are acceptable for submission of an electronic file. Electronic or digital signatures will not be accepted.

The Price Proposal must be submitted as part of the overall bid and clearly marked as “Price Proposal”. The proposal must be submitted in compliance with the following format, unless otherwise specified in this RFP: 7031. Submit electronic proposals as files in .pdf format. Separate each exhibit into one or more files. Clearly name files as to the exhibit and order. Pages requiring signatures must be scanned from an original signature. Other pages may be scanned or converted to .pdf from other file formats.

Converted and searchable formats are preferred.

Proposers shall submit separate exhibits in separate files for the Technical Proposal, and Price Proposal components of their proposal.

Aztec Shops acknowledges that responding firms may have their own proprietary format for producing system cost proposals.

Please fill out price proposals as outlined in Exhibit G. We will accept price proposals in respondent’s format providing each of the following elements is clearly identified.

Total Year One cost including:

1. System Hardware pricing broken down by:

• Itemized Back Office system hardware price

• Itemized Point of Sale system hardware price

• Itemized Point of Sale terminal price

• Itemized Hand Held terminal price

• All hardware pricing must include delivery and set in place

2. Itemized Inventory Management Software Pricing.

3. Itemized E-Commerce platform pricing

4. Implementation Services for all system components including

• Installation

• Training

• Any required data conversion from existing system

• Itemized pricing for first year supplies for a complete and operating system

5. Year One Hardware and Software maintenance fees.

Firm fixed pricing for Years 2 through 5 Hardware and Software maintenance

Warranty coverage for all hardware and software shall be clearly identified per Section 2 and Exhibit A.

All fees and pricing to provide and implement a Point of Sale and Inventory Management System responsive to the requirements of this RFP must be included in the respondents Cost Proposal. Aztec Shops will not make allowance or issue a change order to cover any add-on pricing unless such pricing is required to accommodate a change in scope requested by Aztec Shops.

3.3. Contractor Selection

All Contractors who submitted a proposal will be notified of the decision of Aztec Shops.

3.3.1 Disabled Veteran Business Enterprise (DVBE) Incentive

In accordance with Government Code section 14838(f), and Military and Veterans Code sections 999.5(a) and 999.5(d), the Trustees shall grant a bid incentive for bid evaluation purposes only. The level of DVBE incentive will correlate to the level of participation; that is, the more DVBE participation proposed, the higher the incentive. A non- small business cannot displace a California certified small business from the top ranked position due to application of preferences or incentive. The bid incentives levels are as follows:

DVBE Participation on this contract Incentive 1% 1% 2% 2% 3% 3% 4% 4% 5% and above 5%

In solicitations where an award is to be made to the highest scored bidder based on evaluation bidder’s total score. In solicitations where an award is to be made to the low bid, the incentive is a percentage of the low bid total.

If requesting the DVBE Incentive, then complete Exhibit B, the Bidder Declaration Form, and indicate the total DVBE participation.

3.3.2 Small Business Preference

The State of California requires agencies to provide a five percent (5%) preference to Proposers or Bidders who qualify as either California certified small businesses or non-small businesses that commit 25% of the contract value to California certified small businesses. To be eligible, the small businesses must be certified by The Office of Small Business and DVBE Services.

The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Government Code, Section 14838, et seq. and Title 2, California Administrative Code, Section 1896, et seq.

Copies of the codes and regulations are available online or upon request.

If requesting the Small Business Preference, then complete Appendix C, the Bidder Declaration Form, and indicate the total Small Business participation.

The use of the Small Business Preference shall be in compliance with the law and specifically Government Code Section 14838.B.2. In solicitations where an award is to be made to the highest scored bidder based on evaluation factors in addition to price, the preference to small businesses or microbusiness shall be 5 percent of the highest responsible bidder’s total score. The preference to non-small business bidders that provide for small business or microbusiness subcontractor participation shall be up to a maximum 5 percent of the highest responsible bidder’s total score, determined according to rules and regulations established by the Department of General Services. In solicitations where an award is to be made to the low bid, the preference is applied by factoring 5 percent of a non- small business low bid total and subtracting this amount from the small business bid total.

3.4 Scoring

In awarding the Contract, Aztec Shops will consider a number of factors in evaluating the proposals submitted. The factors (not listed in order of importance) and their weightings for scoring are as follows:

Evaluation Criteria Points A Qualifications/References/Personnel Expertise 20 B Scope of Work and Technical Approach 25

C Pricing/Cost 42 D Small Business Preference 5 E Disabled Business Preference 5 F Optional Add-Ons 4

Points: 101

Qualifications/References/Personnel Expertise Points: 20 This section will consider and evaluate Bidder’s proposed team and ability to meet the requirements and sustainability for duration of project. The Bidder’s qualifications shall be evaluated to determine if the Bidder has provided sufficient documentation, that it possesses the required qualifications, and a general overview of the Bidder’s qualifications. The Bidder’s references will also be considered.

Scope of Work and Technical Approach Points: 25 This section will consider and evaluate Bidder’s demonstrated understanding of project requirements and the detailed conceptual approach and methodology used to respond to the Scope of Work. Also considered will be the depth and specificity of the Bidder’s overall understanding of the project goals.

Price Points: 42 This Section will consider and evaluate the extent to which the Price Proposal demonstrates price reasonableness; pricing for all aspects of the requirements and proposal; and the extent to which the offeror provides stable pricing for Aztec Shops throughout the anticipated term of the contract.

Small Business Preference Points: 5 This section will consider a 5% incentive (of non-cost points) will be applied to qualified proposals.

Disabled Veteran Business Enterprise Participation Points: 5 This Section will consider a 5% incentive (of non-cost points) will be applied to qualified proposals.

Optional Add-Ons Points: 4 This section will consider any additional add-ons. Please include any cost quotations for all or none of the identified Add- Ons in a separate pricing table.

3.5 Additional Information/Questions

Requests for additional information or clarification must be submitted in writing at the Planetbids website https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. If you have non-technical questions, you may email the contact person for this solicitation at aztecshopscontracts@sdsu.edu by no later than December 17, 2024 at 2:00 PM PST.

Proposers are asked not to contact other employees of Aztec Shops or SDSU concerning this RFP during the solicitation process.

3.6 Negotiations and Best and Final Offer

Upon review and scoring by the evaluation committee, Aztec Shops has the right to accept the best proposal as submitted, without discussion or negotiation. However, Aztec Shops also reserves the right to request additional information and discuss Contractor’s proposal with the evaluation committee to facilitate arrival at a contract most advantageous to Aztec Shops. If the evaluation committee determines that further discussion is in the best interest of Aztec Shops, the Contract and Procurement Management Office will invite qualified Proposers to attend a final meeting and/or provide an oral presentation at a time to be determined later.

Decision by Aztec Shops is final http://www.planetbids.com/portal/portal.cfm?CompanyID=25796 mailto:aztecshopscontracts@sdsu.edu

GENERAL TECHNICAL INFO

No Yes, Out of the

Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A

Explanation

Is your solution a Saas-based solution Where are your data centers located? What steps do you take to ensure data security and reliability?

What measures do you have in place to ensure business continuity in case of system failures or disasters?

How well does your cloud-based POS system scale to accommodate growth in our organization's user base and transaction volume?

What is the procedure to handle dramatic increase in volume of sales? (ex: NCAA tournament final 4 win) What are the offline capabilities in case of network outage.

Please list the desktop operating environments supported for back office functionality Please list the browsers supported for back office(i.e. IE, Firefox, Chrome) Ability to schedule reports to be emailed to users on a scheduled basis (nightly reports) Ability to schedule and sftp data extras to another system. (nightly reports to import into financial system) Ecommerce Site is ATI Compliant

Is additional software required. If yes, please provide specifications How often are new releases rolled out Describe your new release rollout methodology Describe how the software integrates to other systems (API) Does your system have open API Do DBA's have access to backend databases

Real-time, synchronous API for Import, Export & Integration of CRM and ERP records using REST-based Web Services standards Asynchronous, programmatic API for Import, Export & Integration of CRM and ERP records using REST-based Web Services standards Ability to extract detailed sales information to include tenders, sales accounts, discounts, taxes, etc.

Ability to integrate POS with 3rd party companies (redshelf, vitalsource, cybersource, etc) Ability to integrate POS with inhouse gift cards, customs payments, campus 1card (diebold), discounts Do you offer a gift card program? Would we be able to import our existing gift cards and balances into your system?

Your Software or Outsourced Select

Saas

General

Software

Integration

Exhibit A Additional Information and Requirements

Ability to Integrate with campus student information system for course materials, pos purchases, and discounts Ability to integrate with 3rd party to get course material requisitions into inventory management system.

Ability to integrate to Avalara for tax calculations for orders being shipped.

Ability to integrate into Apple's DEP system

How long is data retained?

Describe your data backup policies and procedures. What security protocols and measures are in place for data backup and archiving?

Does your software provide SSO support? Describe how you support SSO.

Does the solution have audit trail capabilities on user activity?

Describe the product's support for managing and enforcing access rights Does the software support different security profiles (roles) with each profile having access to different information?

Can access control be configured at the field level, not just the record level within the same screen?

How do you handle customer data privacy and comply with regulations like GDPR?

Do you offer any tools/facilities to import the data from other systems/spreadsheets into your software?

Describe your data migration procedures.

Please provide information on your implementation methodology. i.e. sample project plan.

Describe the product's help documentation and built-in training for end users and administrators What approaches does your company offer for ongoing customer learning and improvement Describe the training that is available with the initial system installation.

What are the hours for tech support?

What levels of support are available?

Does the application have an online Help Menu offering an Index of Topics that is searchable by keyword, similar to that found in Windows?

Access to knowledge base of information and best practices; access to user groups, forums or communities.

Data

Privacy & Security

Data Migration

Implementation Methodology

Support

Does your system allow the addition of New Fields by Users (do we have to contact you for new fields?)

Does your system allow for the addition on New Records by Users (do we have to contact you for new fields)?

Does you system have the ability to support custom scripting done by users and/or 3rd parties

Extensibility

COURSE MATERIALS

Requirements No Yes, Out of the

Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A Explanation

Can multiple terms be open at the same time Does the system allow easy import of data using a simple flat file structure?

Does your system offer an Adoption Solution?

Does the Textbook module generate a list of adoptions entered for the purposes of proofreading and audit trail?

Does the Textbook module track and report courses for which no adoption information has been entered?

Does the Textbook module allow you to copy course information from one term to another to begin adoptions for a new term?

Does the adoption process support Bundles, Course Packs, and Custom Pub?

Does the adoption process fully support electronic versions of textbooks,print versions, rentals, and Inclusive Access Programs?

Do you support Retail, Speculative and Wholesale buyback price levels?

Can Wholesale buyback vendors be prioritized to ensure we get the most value?

Can buyback percentages be defaulted to set prices?

Can inventory for buybacks be segregated from general inventory?

Does the system track rental copies by student?

Does the system track rentals which are approaching due date and communicate electronically with students via email as a reminder to return their rental books?

Can customers be marked "ineligible" for Rentals Are vendor Chargebacks Supported

Can specific chargeback allowances be set per vendor?

Your Software or Outsourced Select

Can the inventory be tracked throughout the entire lifecycle of the chargeback (from initial receipt to fulfillment to credit?)

When generating chargebacks can the system pull inventory from several stores/locations Can the inventory for chargebacks be segmented so it's not available for general purchase?

Does the application have a report generation module and describe your reports?

Does the application allow for the user to customize reports, tailoring reports to the needs of a specific user?

Does the application allow for the export of reporting data into other applications, such as CSV, PDF, Word, Excel.?

Ability to print shelf tags with book information Ability to print TX tags with barcode for POS

GENERAL MERCHANDISE

Requirements No Yes, Out of the

Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A Comments

Ability to Kit or Group Products Ability to define and manage drop ship products and SKUs Ability to define product variant formats Ability to take and manage backorders where on order quantities can be taken into account for messaging to the customer regarding shipping estimates

Ability to define shipping surcharges at the product and SKU level

Price change functionality to include temporary and permanent changes with the ability to schedule price change events

Ability to associate a temporary or permanent promotion to a specific SKU or group of SKUs without changing the main retail price.

Ability to define a clearance flag that will drive placement and search on the web site Ability to exclude products and/or SKU's from defined promotions or discounts Does the application have a report generation module and describe your reports?

Does the application allow for the user to customize reports, tailoring reports to the needs of a specific user?

Does the application allow for the export of reporting data into other applications, such as CSV, PDF, Word, Excel.?

Ability to print tags with barcode for POS (shelf, stciker, shirt)

No Yes, Out of the Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A

Comments

Ability to Scan and manually enter student ID to associate Student to transaction.Where the student ID number is on the third track of the card.

Ability to Sell New, Used, Digital and rental items at the POS Ability to process rental returns

Is your POS hardware agnostic? Explain Do you have Mobile Point of Sale?

Can POS work off of WiFi for special events where no data connection is available?

How can credit card payments take place?

Do you support cash and cashless environments? Sporting venues are cashless and do not have cash drawers to operate.

Do you have Real-Time Inventory Visibility for all store associates across POS ?

Can you assign specific registers to handle returns?

Validated returns against original sale Receipt barcode scan to pull up transaction for return / void.

POS screens can be customized Items with no bacodes can be access through lists or key (example: scantrons, pencils, bluebooks) Item look up at POS by UPC Inventory lookup- view a picture or e-commerce image of the item Track voids and refunds with reason code Manager override required for restricted functions (EX: certain discounts, returns, price overrides) Ability to process transactions offline.

Auto sync when server comes back online Suspend and resume a sale from/to any POS Any open suspended transactions are closed or voided at the EOD

Ability to mark items or transactions as tax exempt through manager override

Provide the ability to add logos, global or personalized messages on receipts. Receipts should print on standard receipt or letter sized paper.

Can receipt footers be customized to include information based on category of sale?

For example rental disclaimer if rental is on the transaction.

Print a barcode on a receipt Receipt shows original price and sale price Reprint receipts from journal lookup Print gift receipts- multiple for one ticket

POINT OF SALE Your Software or Outsourced Select

POS - General

RECEIPTS

POS - Campus Items

POS -Hardware

Can you process discounts on both a $ basis and a % basis?

Can you assign discounts based on customer (ID swipe) Manager approval for certain discounts and markdowns?

Ability to upload discounts for certain students via file.

Ability to restrict stacking discount to a certain percentage (50%). For example 30% off sale and employee discount 25%, but we don't want discounts to go over 50%.

Provide information on your software loyalty program

Please describe how your reports are created and managed Are you able to run POS reports at POS?

Electronic journal viewable for current day Sales analysis by clerk/shift Sales analysis By hour Sales analysis By Day Sales analysis By register Sales analysis by defined Items/sale types Historical EOD reports can be rerun by date Total by tender type

Global unique user IDs that can log in across stores Ability to import new cashiers from csv or file?

Ability to term cashiers from csv or file?

Sales tracking should be linked to user IDs Describe the process for creating users and assigning roles (cashier, lead, manager, accounting)

Ability to Auto logout after a period of time.

Only one active logon per POS station Option to require login after each sale

Are we able to use Shift4 for our payment gateway? If no, please explain. We are required to have PCI validated P2PE devices only for in person payments. Explain the Credit card payment process.

Ability to support split tenders?

Ability to operate offline and take Credit card payments or cash tenders Ability to use our in house gift cards Ability to integrate with our payment interface to the University - In house Ability to use house accounts (Purchase Orders) - card swipe

USER MANAGEMENT

LOGGING ON

PAYMENT PROCESS

DISCOUNTS

REPORTS

E-Commerce Requirements

Yes, Out of the Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A Comments

Ability to be used by international customers. Countries include but not limited to:

Canada, US, Mexico, UK, Germany, France, China, India, Australia, Peru.

Ability to set up shipping rules that calculate the shipping charge for the customer depending on multiple variables such as, ship-to location, shipping method, order value, order size, customer.

Ability to interface with Avalara for Tax calculations Ability for the customer to enter their shipping preferences while ordering, if different than what is set up on the customer profile.

Ability for the customer to have access to their purchasing history.

Ability to have a search bar that facilitates the search of products.

Ability to hide certain products according to their availability in stock or internal use.

Ability to have a self service functionality for customers to change their personal information (e.g., credit card information, email address, shipping preferences, etc.).

Automatic communications to customers based on order status.

Ability to generate sales reports for customers for specified periods.

Ability to have the option to let customers order a product even if the product is on backorder.

Ability for the customer to see shipping costs directly in the e-commerce interface.

Wishlist - able to save cart for later Product reviews and ratings Personalized recommendations based off of related products Be able to generate class schedule with book requirements / options Ability to integrate with Cybersource payment gateway Ability to use token from ecommerce transaction for refunds / exchanges on POS in the store Ability to integrate with gift card for payment Ability to use discount codes Must maintain PCI compliance and provide documentation (AOC, responsibility matrix, network diagram) Ability to initiate returns or exchanges online.

Ability for the customer to use SSO Student validation for certain purchases (textbooks, computers) Analytics and reporting

Ability to export customer data for marketing campaigns unless customer opts out

INVENTORY

Yes, Out of the Box Yes, with

Configuration Yes, with

Customization Yes, with Partner Solution Add on N/A

Comments

Serialized Inventory Bar Coding: items and transactions Pick, Pack, Ship Automated Reorder Point / Lead Time Calculations Workflow to process warranty claims and to refund, replace or repair returned items

Printable forms for better supply chain management

Record landed costs as part of inventory value and cost of sales Ability to set up and maintain a merchandise hierarchy from the highest level to the lowest level Ability to support unlimited number of levels in the Merchandise Hierarchy Ability to add a level within the middle of the hierarchy after initial creation Ability to set up and maintain multiple attributes at different levels within the hierarchy structures

Ability to support exclusive hierarchical relationships between the levels within the merchandise hierarchy (e.g., each Class reports to one and only one Department, each Department reports to one and only one Division, etc.)

Ability to support "drill down" inquiry functionality within the merchandise hierarchy structure (e.g., choose a Department and see all Classes within the Department)

Ability to make a mass change or a mass re-alignment (re-class) to the merchandise hierarchy (e.g., add a level, consolidate departments, split departments, map old categories to new categories)

Ability to demonstrate the impact on sales history when a change is made to the hierarchy (re-class)

Requirements

Ability to define transfer zones to define locations/departments that may transfer merchandise to one another Ability to incorporate rounding rules into replenishment calculations Ability to set a start and end date for a replenishment strategy Ability to report on the following:

- Out-of-Stock items

- Over-stock items

- Low-Stock items

- In-stock items across all locations Ability to track inventory quantities down to the style/color/size (SKU) level at all locations

Ability to view inventory of an item across all locations

Ability to manage price and cost between purchasing organizations Ability to account for Omni channel sales/returns (sales data, inventory data, incentive data, revenue sharing should all sync) Ability to account for and inventory gift cards Ability to show average margin at the style level ability to provide real time inventory visibility Ability to post inventory counts on a daily basis Ability to take physical inventory on demand or by schedule Ability to maintain and track the age of inventory Ability to track deals (free tee with trying on the shirt) or GWP Items - Gift with Purchase Ability to blend cost per style so that each size does not have a different cost Ability to support in-store cycle counting

Ability to review and approve physical inventory count reconciliation results prior to adjustments being posted

Ability to store inventory adjustment transactions

Ability to transfer merchandise initiated at the store level

Ability to transfer merchandise and track transfers between companies Ability to track SKU quantities as "in transit" for the destination location after shipment by the sending location until confirmed as received Visibility to store inventory in other stores and sales channels

Ability to request, shipment confirmation, and quantity adjustment and receipt confirmation of transfers

Ability to support reason codes for transfers Ability to perform a system inquiry and reporting capabilities on the following:

POS Hardware

San Diego Calexico Mission Valley Total Mobile Workstations: 35 1 4 40 Stationary Workstations: 22 1 14 37 UPC Tag Printing 3

Current Equipment

Exhibit B RFP No 7031

Exhibit B

EXHIBIT C

PROPOSAL CERTIFICATION FORM

NOTE: THIS PAGE MUST BE COMPLETED, SIGNED, AND RETURNED WITH YOUR PROPOSAL

The undersigned certifies that to the best of his/her knowledge: (check one)

( ) There is no officer or employee of Aztec Shops or San Diego State University who has, or who’s relative has, a substantial interest in any agreement award subsequent to this proposal/bid.

( ) The names of any and all public officers or employees of Aztec Shops or San Diego State University who have, or who’s relative has, a substantial interest in any agreement award subsequent to this proposal/bid are identified by name as part of this submittal.

In compliance with Request for Proposal No. 7031 for Point of Sale and Inventory Management System, and after carefully reviewing all the terms and conditions imposed therein, the undersigned agrees to furnish such goods and services in accordance with the specifications and scope of work according to the proposal submitted or as mutually agreed upon by subsequent negotiation.

CERTIFICATION

Signature

Typed Name and Title

Name of Company as Licensed Corporation Partnership

Federal ID # or Social Security Number

Street Address City / State / Zip

Phone No.

Fax No.

Mobile No.

Email Address

Exhibit D

Attach additional sheets if necessary.

QUALIFICATIONS

Company Information Name of Firm Corporation

Partnership

Street Address City / State / Zip

Federal ID # or Social Security Number Date of Corporation

Name of State(s) in which incorporated

FOR PARTNERSHIP ONLY

DATE OF ORGANIZATION Is the partnership:

General Limited Association

Name /addresses / zip of all partners

Use additional sheet if necessary Certified Small Business

Yes No OSDS No.

SB Cert Expire Date Certified Disabled Veteran Business Enterprise Yes No OSDS No.

DVBE Cert Expire Date

Contact Information Name Title

Phone No.

Fax No.

Mobile No.

Email Address

General Information No. of Years in Business No of years in providing this service

Include a description of the full range of Services offered Primary markets served

Growth strategy for next five years Attach a list with explanation of defaulted, completed and current contracts similar in nature to the proposed services required in this

RFP.

If you have done business under different name, please give name and location

Has firm ever been engaged in litigation over any contract, If so, explain.

Exhibit E

Provide a list of references of which demonstrate experience in providing services similar in nature required by this RFP. Include company/institution name and address, and name, title, and telephone number of person to contact. Attach additional sheets if necessary.

Company Name

Street Address City State Zip

Telephone Number Fax Number

Person Familiar with Performance Title

Number of years service performed Date of last service performed

Description of services performed:

Company Name

Street Address City State Zip

Telephone Number Fax Number

Person Familiar with Performance Title

Number of years service performed Date of last service performed

Description of services performed:

Company Name

Street Address City State Zip

Telephone Number Fax Number

Person Familiar with Performance Title

Number of years service performed Date of last service performed

Description of services performed:

REFERENCES

Exhibit F

Attach additional sheets if necessary.

(All information must be related to this RFP)

Educational And Training Background, Number Of Years Experience, Employees To Be Assigned To THE UNIVERSITY Previous Employment

1.

Name

Title

2.

Name

Title

3.

Name

Title

4.

Name

Title

5.

Name

Title

PERSONNEL EXPERTISE

Exhibit G

PRICE PROPOSAL

Provide pricing in the schedule below for first year of service necessary to perform the services required in the Statement of Work for this RFP as outlined in section 3.2.3. Pricing is required in determining the price reasonableness and evaluation criteria C.