RFP FRCC-17-05-W.doc

State of Colorado

Front Range Community College

Request for Proposal

Enterprise Resource Planning (ERP) System

FRCC Workforce Solutions

RFP #FRCC-17-05-W

RFP Release Date: November 7, 2016 Proposal Due Date: December 12, 2016, 2:00pm Front Range Community College

3645 West 112th Avenue

Purchasing Office, Room C2001 Westminster, Colorado 80031-2105 Telephone Number: 303-404-5510

Attention: Bryant Heberlein, Purchasing Coordinator

Email: Purchasing@frontrange.edu

FRONT RANGE COMMUNITY COLLEGE

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

REQUEST FOR PROPOSAL COVER PAGE

SECTION 1 – BACKGROUND, OVERVIEW & GOALS

SECTION 2 – ADMINISTRATIVE INFORMATION

SECTION 3 – STATEMENT OF WORK

SECTION 4 – PRICE SHEET

SECTION 5 – RESPONSE FORMAT

SECTION 6 – EVALUATION PROCESS AND CRITERIA

APPENDIX A – SERVICE PROVIDER SECURITY ASSESSMENT

SEPARATE ATTACHMENT

FRONT RANGE COMMUNITY COLLEGE

REQUEST FOR PROPOSAL

COVER PAGE

SEALED RESPONSES MUST BE MAILED OR DELIVERED TO:

FRONT RANGE COMMUNITY COLLEGE

PURCHASING DEPARTMENT, ROOM C2001

3645 WEST 112TH AVENUE

WESTMINSTER, COLORADO 80031-2105

DESCRIPTION:

Enterprise Resource Planning (ERP) System

BIDDER MUST SUBMIT ONE (1) ELECTRONIC COPY (USB DRIVE OR CD/DVD) OF THE PROPOSAL.

THE PROPOSAL MUST BE SEALED AND INCLUDE ALL REQUIRED INFORMATION. EMAILED PROPOSALS WILL NOT BE ACCEPTED.

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

F.E.I.N. (Required):

Terms (Must be at Least NET 45 days):

Signature:

Typed/Printed Name of Authorized Representative:

Company Name:

Address:

City:

State:

Zip Code:

Phone:

Toll Free Phone:

Fax:

No

No

*Ownership means actively daily management in the organization and an ownership interest greater than fifty percent.

IMPORTANT: SOLICITATION NUMBER, OPENING DATE AND TIME, AND VENDOR NAME MUST BE PRINTED ON THE OUTSIDE OF THE RFP SUBMITTAL ENVELOPE.

Please be advised that telegraphic or electronic responses (Fax, Western Union, Telex, etc.) CANNOT BE ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

Response must be signed by a representative of the vendor who is legally authorized to bind the vendor to the proposal.

Vendors are required to adhere to the State of Colorado Terms and Conditions. For a copy contact the Purchasing Department at purchasing@frontrange.edu . Award is contingent upon vendor’s compliance with C.R.S 8-17.5-101 et seq and 24-76.5-101 et seq regarding employment of illegal aliens. For a copy contact the Purchasing Department at purchasing@frontrange.edu Vendors must be registered with the State of Colorado CORE website prior to RFP due date. Call 303-894-2039 or visit the Internet at http://core.state.co.us/vendor-self-service to register.

THIS PAGE MUST BE SUBMITTED WITH PROPOSAL

SECTION 1

BACKGROUND, OVERVIEW & GOALS

1.1 Description of Program

Workforce Solutions originated as two independent business units serving the workforce training needs of employers in different regions of the college service area. In response to growing demand for expanded services, FRCC implemented a more comprehensive strategy creating a college-wide division that currently encompasses four business units with services targeting the region’s largest primary employer sectors. These units have maintained different systems for registration, data tracking, and report functionality.

The division recently defined goals for aggressive growth in the coming years that include doubling the number of unique people served, expanding delivery methods and products, improving operational efficiency, and generating commensurate revenue to sustain growth.

1.2 Statement of Need

The Workforce Solutions planned expansion is geared to the demands of the business and workforce community it serves along the Front Range and beyond. In order to provide a better customer experience and to improve operational efficiency, Workforce Solutions is seeking a web-based course-management system that provides for unlimited registration via the web utilizing data rich student profiles, client friendly customizable corporate portals and includes: secured online payment for courses via credit card; secured access to system from remote locations at user, instructor, company, and administrative levels; student, corporate client - and administrator- initiated registration, administrator initiated cancellation; comprehensive contract/customized training management system; anonymous course-browsing capabilities; class-confirmations delivered via email; administrator-built class locations and schedules; room-management capabilities that allow for integration with a master-scheduler; a grades/attendance module with means to track course-credits and CEU’s; student transcripts and account histories viewable at user and administrative levels; and instructor-accessible class rosters (herein after referred to as “the System”).

The System should in addition allow for data-export to PC desktop programs so that staff may generate reports in Microsoft Programs, and include transaction- and profile-based reports available within the System. Finally, the System should be amenable to FRCC WORKFORCE SOLUTIONS established brand by allowing for the importation of logos and images, and allow for such integration via built-in NON-HTML tools.

1.3 Objective of Request for Proposal

FRCC WORKFORCE SOLUTIONS IS soliciting proposals from qualified vendors to provide the System, the minimum requirements of which are described in Section 3. By implementing the System, FRCC WORKFORCE SOLUTIONS aims to increase its customer-base through

· more targeted marketing initiatives,

· better access to its services, better data to drive business decisions, and improved staff efficiency via automating repetitive tasks, providing consistent tools and practices throughout the administrative infrastructure.

SECTION 2

ADMINISTRATIVE INFORMATION

2.1 Issuing Office

This Request for Proposal (RFP) is issued through the College’s Purchasing Department. The Purchasing Department is the sole point of contact concerning this RFP.

2.2 Official Means of Communication

During the solicitation process for this RFP, all official communication between the Purchasing Department and prospective vendors will be via postings on the Colorado Operations Resource Engine (CORE). The Purchasing Department will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendors to monitor CORE carefully and regularly for any such postings.

2.3 Statement of Purpose

The term “Request for Proposal” means a solicitation of a formal sealed proposal, following submission of which, changes in proposals and/or prices are allowed; and the offer deemed by the College to be the most advantageous for the College in terms of criteria, as designated in the RFP, is accepted. This RFP provides prospective vendors with sufficient information to enable them to prepare and submit proposals for consideration by the College to achieve the goals of this RFP.

2.4 Scope

This RFP contains instructions governing the proposal to be submitted and identifies material to be included therein, mandatory requirements that must be met to be eligible for consideration, and other requirements to be met by each vendor.

2.5 Schedule of Activities

2.6 Inquiries

Vendors may make written inquires (email is preferred) concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in Section 2.5, Schedule of Activities. Send all inquiries to:

Front Range Community College

Attn: Purchasing Coordinator

RFP# FRCC-17-05-W

Room C2001, Campus Box 15

3645 West 112th Avenue

Westminster, Colorado 80031-2105 Purchasing@frontrange.edu The only official response to a vendor's inquiries is those responses that are published as a modification on the CORE system. Vendors should not rely on any other statements that alter any specification or other term or condition of this RFP.

2.7 Mandatory Pre-Proposal Conference

N/A, no pre-proposal conference will be held 2.8 Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by a vendor prior to the established due date and time.

2.9 Proposal Submission

Proposals must be received on or before the date and time indicated in Section 2.5, Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the vendor to ensure that the College receives the proposal on or before the proposal opening date and time. Vendors mailing their proposals should allow sufficient mail delivery time to ensure receipt of their proposals by the time specified. The proposal package must be delivered to:

Front Range Community College

ATTN: Purchasing Coordinator Room C2001, Campus Box 15

3645 West 112th Avenue

Westminster, Colorado 80031-2105 The Request for Proposal cover page MUST be signed in ink by the vendor or an officer of the vendor legally authorized to bind the vendor to the proposal. The signed cover page must be included with the proposal copy that is marked ORIGINAL. Proposals which are determined to be at a variance with this requirement may not be accepted. Proposals must be submitted and sealed in a package. The outer envelope of the package must show the following information:

VENDOR’S NAME

RFP-NO.

PROPOSAL DUE DATE AND TIME

2.10 Addendum or Supplement to Request for Proposals

In the event that it becomes necessary to revise any part of this RFP, an addendum notice will be sent via the CORE system.

2.11 Oral Presentations/Site Visits

College may in its sole discretion request vendors make an oral presentation. Such presentations will be at the vendor's expense.

2.12 Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the vendor or an officer of the vendor legally authorized to execute contractual obligations shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the vendor of all terms and conditions including compensation as set forth herein. A vendor shall identify clearly and thoroughly any variations between its proposal and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

2.13 Protested Solicitations and Awards

Any actual or prospective vendor or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the College’s Purchasing Department. The protest shall be submitted in writing within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto (emphasis added). Ref. Section 24-109, 101 et. seq., CRS, as amended; Section 24-109-101 through R-24-109-206, Colorado Procurement Rules.

With regard to the emphasized language above, it is important for vendors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

Announcement of the apparent winning vendor will be made via a posting on the CORE system. The requirement for timely submission of any protest (seven (7) working days) will begin no later than the first working day following posting of the award notice on CORE.

2.14 Confidential/Proprietary Information

Any restrictions of the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the vendor with the proposal. The vendor must state specifically what elements of the proposal are to be considered confidential/proprietary. All such information must be indicated with the following or similar statement:

“The information contained on pages ________ shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided, that if a contract is awarded to this firm, as a result of the submission of such information, the College shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the right of the College to use the information contained herein if obtained from another source.”

Confidential/proprietary information must be readily identified, marked and separated/packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal, in its entirety, nor proposal price information will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential. The College will make a written determination as to the apparent validity of any written request for confidentiality. In the event the College does not concur with the vendor's request for confidentiality, the written determination will be sent to the vendor. Ref. Section 24-72-201 et. seq., C.R.S., as amended, Public (open) Records.

2.15 RFP Response Material Ownership

All material submitted regarding this RFP becomes the property of the College. Proposals may be reviewed by any person after the "Notice of Intent to Make an Award" letter has been issued, subject to the terms of Section 24-72-201 et. seq., C.R.S., as amended, Public (open) Records.

2.16 Proposal Prices

Estimated proposal prices are not acceptable. Proposal prices will be considered to be your best and final offer, unless otherwise stated in the RFP. The proposal price will be a consideration in determining the apparent successful vendor.

2.17 Evaluation and Discussion Process

An evaluation team will judge the merit of proposals received in accordance with the general criteria defined in Section 6. The recommendations of this committee will be forwarded to the Purchasing Coordinator for approval and execution. Failure of a vendor to provide any information requested in this RFP may result in disqualification of the proposal. The sole objective of the evaluation committee will be to recommend the vendor whose proposal is the most responsive to the College’s needs.

The College reserves the right to award on receipt of initial proposals. If award is not made upon receipt of initial proposals, the College will provide vendors remaining in the competitive range with written requests for clarifications/notice of deficiencies in their proposals. Vendors may be provided a date at which oral presentations will be heard. Respondents should not assume that they will be asked to give a presentation Guidelines regarding the oral presentations will be distributed to those vendors remaining in the competitive range.

Vendors may be given an opportunity, after the conclusion of the oral presentations, to submit a best and final offer. Vendors will be informed in writing of the date by which best and final offers are due. Vendors shall make any revisions the College deems necessary to clarify or correct weaknesses in their proposal. The College does not require complete, substantial proposal rewrites. Vendors are cautioned not to make changes in price/cost revisions that are not clearly explained and/or justified in any proposal revision. Vendors assume the risk that proposed revisions be adequately explained so the College understands the nature of the revisions and the risk to the College from unreasonable forecasts of contractor costs.

2.18 Notice of Intent to Award

Upon notice of intent to award, if requested, the vendor may be asked to supply audited financial statements within the requested time frame. This response must include a credit rating by a rating service. Contractor shall also identify the manager that will be responsible for overseeing the complete implementation and management along with complete contact information.

2.19 Award

Award will be made to the responsible vendor whose proposal, conforming to this RFP, will be the most advantageous to the College, price and other factors considered. If the College purchases with a contract, that contract must be completed and signed by all parties concerned and the State of Colorado contract terms and conditions apply. If the College purchases with a purchase order the State of Colorado purchase order terms and conditions apply. In the event the parties are unable to enter into a contract, or if in the case of a purchase order the State of Colorado terms and conditions are not accepted, the College may elect to cancel the "Notice of Intent to Make an Award" letter and make the award to the next most responsible vendor.

2.20 Acceptance of Proposal Content

The contents of the proposal of the successful vendor will become contractual obligations if acquisition action ensues. Failure of the successful vendor to accept these obligations in a College contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such vendor may be removed from future solicitations.

2.21 Standard Contract

The College reserves the right to incorporate standard State contract provisions into any contract resulting from this RFP including provisions referenced and the State Special Provisions. Certain portions of the contract may be edited or adjusted to reflect the actual award given a particular vendor.

2.21.1 Order of Precedence

In the event of any conflict or inconsistency between terms of this RFP and the vendor’s proposal, such conflict or inconsistency shall be resolved first, by giving effect to the terms and conditions of the contract, second to the RFP, and last to the vendor’s proposal.

2.21.2 Vendor Proposed Terms and Conditions

Except as specified in the vendor’s proposal, the submission of the vendor’s proposal will indicate its acceptance of these terms and conditions. Vendor must disclose in their proposal terms and conditions or required clarifications of terms and conditions consistent with these instructions. The College reserves the right to clarify terms and conditions not having an appreciable affect on quality, price/cost, risk, or delivery schedule during post-award formalization of the contract. Include payment terms and conditions.

2.22 RFP Cancellation

The College reserves the right to cancel this entire RFP or individual phases at any time, without penalty.

2.23 State Ownership of Contract Products/Services

Proposals, upon established opening time, become the property of the College. All products/services produced in response to the contract or purchase order resulting from this RFP will be the sole property of the College, unless otherwise noted in the RFP. The contents of the successful vendor's proposal will become contractual obligations.

2.24 Incurring Costs

The College is not liable for any cost incurred by vendors prior to issuance of a legally executed contract, purchase order, or other authorized acquisition document. No property interest, of any nature, shall occur until a contract is awarded and signed by all concerned parties.

2.25 Non-Discrimination

The vendor shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

2.26 Rejection of Proposal

The College reserves the right to reject any and all proposals, waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the College.

2.27 Parent Company

If a vendor is owned or controlled by a parent company, the name, main office address and parent company's tax identification number shall be provided in the proposal. The tax identification number of the vendor responding to the RFP must also be provided.

2.28 News Releases

News releases pertaining to this RFP shall NOT be made without the prior written approval of the College.

2.29 Contract Cancellation

The College reserves the right to cancel, for cause, any contract resulting from this RFP by providing timely written notice to the contractor.

2.30 Certification of Independent Price

2.30.1 Certification

By submission of this proposal vendor certifies that in connection with this procurement:

(a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor;

(b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the vendor and will not knowingly be disclosed by the vendor prior to opening, directly or indirectly to any other vendor or to any competitor; and,

(c) No attempt has been made or will be made by the vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.30.2 Individual Certification

Each person signing the Invitation for Bid form of this proposal certifies that:

(a) He or she is the person in the vendor's organization responsible within that organization for the decision as to the prices being offered herein and that he has not participated, and will not participate, in any action contrary to 2.30.1(a) through 2.30.1(c) above; or,

(b) He or she is not the person in the vendor's organization responsible within that organization for the decision as to the prices being offered herein but that he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to 2.30.1(a) through 2.30.1(c) above, and as their agent does hereby so certify; and he has not participated, and will not participate, in any action contrary to 2.30.1(a) through 2.30.1(c) above.

2.30.3 Proposal Not Considered For Award Conditions

A proposal will not be considered for award where 2.30.1(a), 2.30.1(c), or 2.30.2 above has been deleted or modified. Where 2.30.1(b) above has been deleted or modified, the proposal will not be considered for award unless the vendor furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

2.31 Conflicts of Interest

The holding of public office or employment is a public trust. A public officer or employee whose conduct departs from his or her fiduciary duty is liable to the people of the State of Colorado. Rules of conduct for public officers and State employees:

1.

Proof beyond a reasonable doubt of commission of any act enumerated in this section is proof that the individual has breached his fiduciary duty.

2.

A public officer or a State employee shall not:

a. Engage in a substantial financial transaction for his private business purposes with a person whom he inspects, regulates, or supervises in the course of his official duties; or,

b. Assist any person for a fee or other compensation in obtaining any contract, claim licenses, or other economic benefit for his agency; or, c.

Assist any person for a contingent fee in obtaining any contract, claim, license, or other economic benefit from any State agency; or, d.

Perform an official act directly and substantially affecting to its economic benefit a business or other undertaking in which he has a substantial financial interest.

3.

A head of a principle department or a member of a quasi-judicial or rule-making agency may perform an official act not withstanding paragraph (d) of subsection (2) of this section if his or her participation is necessary to the administration of a statute and if he or she complies with the voluntary disclosure procedures under section 24-18-110, C.R.S.

4.

Paragraph (c) of subsection (2) of this section does not apply to a member of a board, commission, council, or committee if he or she complies with the voluntary disclosure procedures under section 24-18-110, C.R.S. and if he or she is not a full-time State employee. Ref. section 24-18-108, C.R.S. as amended.

2.32 Taxes

The College, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code and from all state and local government use taxes (Ref. Colorado Revised Statutes Chapter 39-26.114(a)). Our Colorado State and Local Sales Tax Exemption Number is 98-15145-0000.

2.33 Assignment and Delegation

Except for assignment of antitrust claims, neither party to any resulting contract may assign or delegate any portion of the contract without the prior written consent of the other party.

2.34 Availability of Funds

Financial obligations of the State payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the State of Colorado.

2.35 Insurance

If the RFP so states, the contractor shall procure, at its own expense, and maintain for the duration of the contract, the following insurance coverages; the State shall be issued certificates as an additional insured.

· Standard Workers' Compensation and Employer Liability as required by state statute, including occupational disease, covering all employees on or off the work site, acting within the course and scope of their employment.

· Commercial General and/or Personal Injury and/or Professional and/or Automobile Liability – (including bodily injury, personal injury and property damage) with the following minimum coverage, depending on the policy format:

1. Occurrence basis policy – combined single limit of $1,000,000.

2. Annual Aggregate limit policy – not less than $1 million plus agreement that vendor will purchase additional insurance to replenish the limit to $1,000,000 if claims reduce the annual aggregate below $600,000.

3. Claims-Made policy – Combined single limit of $600,000, plus an endorsement that extends coverage two years beyond the policy expiration date.

· Other Insurance – Vendor shall provide such other insurance as may be required by law, or in a specific solicitation.

Additional Insured

The State of Colorado shall be named as an additional insured on all liability policies.

Cancellation Prevention

The insurance shall include a provision preventing cancellation without a 45 calendar day prior written notice to the State by certified mail.

Insurance Documentation

Vendor shall provide the following documentation to the College within seven (7) working days of a request therefore, unless otherwise provided:

1. Certificates of adequate insurance coverage, each with a reference to the State being named as an additional insured, or,

2. Certificates of adequate insurance coverage and an endorsement of additional insured coverage.

2.36 Indemnification

To the extent authorized by law, the contractor shall indemnify, save and hold harmless the State, its employees and agents, against any and all claims, damages, liability, and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the contractor or its employees, agents, or subcontractors, or assignees pursuant to the terms of the contract resulting from this RFP.

2.37 Use of RFP and State Seal

The successful vendor will not use any information received as a result of this contract for promoting any programs designed to provide service to State employees or College students without specific, written authorization from the College’s President. Further, the successful vendor will not conduct a program designed for the College or take advantage of the fact that they are the successful vendor for these services without the specific written authorization from the College’s President. No vendor shall use the State of Colorado Seal on any materials or for any materials or for any reason without the specific, written authorization of the Secretary of State’s Office.

2.38 Bonds

N/A.

2.39 Independent Contractor Clause

All personal service contracts must contain the following clause:

“THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE. NEITHER THE CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF THE STATE. CONTRACTOR SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX WITHHOLDING, SHALL PROVIDE AND KEEP IN FORCE WORKER'S COMPENSATION (AND SHOW PROOF OF SUCH INSURANCE) AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW, AND SHALL BE SOLELY RESPONSIBLE FOR THE ACTS OF THE CONTRACTOR, ITS EMPLOYEES AND AGENTS."

2.40 Venue

The laws of the State of Colorado shall govern in connection with the formation, performance and the legal enforcement of any resulting contract. Further, Title 24, C.R.S. as amended, Article 101 through 112, and Rules adopted to implement the statutes govern this procurement.

2.41 Contractual Obligation

Nothing contained herein creates any contractual relationship between the College and the contractor, subcontractor, or supplier. However, bidding statements contained in the response of the successful contractor will become part of the contract or purchase order for the product and services.

If after award, the contractor becomes aware of possible problems which could result in delay of schedule, the contractor must immediately notify the College by phone (confirmation to be in writing, giving the cause, probable effect, and recommendations for alternative actions).

Nothing in the above item will be interpreted as relieving the contractor of the contractual responsibilities; however, failure to promptly notify will be basis for determining contractor negligence in an otherwise excusable delay.

2.42 Limited Competition Because of the limited competition expected from registered CORE vendors on this solicitation, the College intends to use both CORE and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, responses submitted by non-registered vendors will not be opened or considered (except as necessary to determine CORE registration status) unless, after examination of responses submitted by CORE registered vendors, it is determined that there is not adequate competition among CORE registered vendors. If adequate competition exists among registered vendors, responses from non-registered vendors will not be considered. A vendor is considered registered if its registration and payment is received in the State Purchasing Office prior to the bid opening time or the due date for receipt of proposals. If a non-registered vendor is determined to be entitled to award, that vendor must register on CORE before the commitment voucher can be issued. By submitting a response to the solicitation, the vendor agrees to register for CORE as a condition of award. If the vendor does not do so in a timely manner, the agency may cancel the award and select another vendor.

2.43 Award Period

The College shall award this RFP to one vendor and shall cover the period from the date the contract is signed or the purchase order is issued, through June 30, 2017. The College shall have the option to renew the award for four (4) additional one-year terms at rates mutually agreeable to both the awarded vendor and College. The maximum total award term shall not exceed five (5) years.

SECTION 3

STATEMENT OF WORK

3.1 Company Overview

Please draft a company overview that helps convey your company, company position in marketplace, standing and other details such as: name, location headquarters, additional offices, corporate structure, position in marketplace, clients served, company history with founded date.

3.2 General Company and Product Information

What system are you proposing?

What market segment is this system designed for?

How long has this system been delivered to the industry?

How long has your company been in this market?

State experience that indicates the qualification of your company to provide the requested services.

Can you please provide references of current customers who have a program similar in structure to ours?

Where does the company gather industry research to apply to and continuously improve its system functionality?

3.3 General System Functionality

Is the system user friendly for students, instructors, company users, and staff? Cite examples

Does the system allow students to self-register and manage registration, transcripts, and contact information securely online?

Explain the experience between when student has chosen a class to the time that student has completed the transaction? Is the process intuitive? How many screens will the student navigate through?

Does this system run in real-time? If not, explain.

How many student records is this system able to handle?

Can students create and maintain their own profiles?

What kind of preventative functions exist to prevent duplicate profiles in the system?

Are student, instructor, company, vendor, and staff profiles customizable?

Is there a limit to the number of fields in a profile?

Does this system allow students to readily print transcripts or course history?

How long does this program keep records in the system?

Can you create a parent/child relationship with profiles for parents to manage their children’s registrations?

Can students register more than one person in one transaction?

What type of search capabilities does the system offer?

Does this system include email address collection? If yes, is this product able to email information?

Does this system contain a tool for submission of course proposals? If yes, how does this tool work?

Can instructors manage their profiles and assigned class information with granted site access?

How does the system support course scheduling, instructor scheduling, and resource scheduling?

Does the system support a configurable holiday calendar and enforcement of mandatory school holidays?

What features are in place to check for instructor schedule conflicts?

What features are in place to check for resource (room and equipment) conflicts?

Can this system generate class rosters or sign in sheets and evaluation forms for the instructor?

How are classes made available to the public (i.e. full color catalog, online listings, etc.)?

How many class/session offerings is this system able to handle?

How does a system staff member view the current roster for a class?

How does a trainer view the current class roster?

How does the system support distance learning sections?

How does the system handle low enrollment situations?

How does the system handle open enrollment and professional education units?

Can a single course offering have multiple instruction methods? How are these handled?

How are course numbers assigned?

How does the system automatically generate and assign unique student numbers?

Can a student be affiliated with a company, agency, and independent within the system?

How does the system integrate with existing student authentication or identity management capabilities?

How is this information synchronized with the school’s main campus Student Information System?

How does the system capture and manage prerequisites?

How does the system restrict enrollment in courses with specific application/pre-requisite requirements?

How does the system alert the student – and administrators - when pre-requisites for courses are not met?

How does the system support certificate setup and tracking?

How does the system support prior learning assessments and requirement changes / exceptions for individual students?

How does the system manage “grand fathering” students to an existing certificate course structure when a new one is introduced?

Can certificate parchments be generated from within the system?

What is the process used to establish a course budget within the system?

What functionality is available for using a prior course / program as a template for a new program being proposed?

How does a program staff member access the financial status of a course / program?

Is there an integrated LMS and if not, how does the system integrate with external LMS products?

3.4 Contract/Customized Training Functionality

Are class, course, student, and instructor profiles accessible for use in the development of proposals and contracts for corporate clients?

Does a company user have the ability to log into the application?

Does the system provide customizable company portals with customized offerings that a client contact and/or their employees can use to register directly for pre-approved classes?

· If so, is there an option for supervisor approval prior to confirming registration with the requesting employee?

Does the system provide support for sophisticated contracts management?

Flexible course / certificate composition

Enrollment maximums

Enrollment restrictions

Customizable and amendable proposal and contract templates

Negotiated prices at course level or bundle pricing

Volume-based discounts

Option for employer pay / employee pay (reimburse)

Roll up invoicing

Multiple contracts per corporate client

Maintain a complete contract pricing history online

Current and future dated contracts, with an option for no defined expiration date

Ability to inactivate a contract within the term if needed

Ability to configure corporate rules?

· Configure participation rules for enrollment and payment

Configure demographic data collection requirements

Ability to create the custom course catalog for each corporate customer?

· Select certificates, bundles, courses and sections for the corporate catalog

· Set corporate contract pricing

Branded Corporate Learner/Employee self-service portal provided?

Dynamic publishing based on contract set up

Co-branded site

Introductory message to employees

Corporate Admin Portal provided?

Provide a self-service portal for corporate administration

Add and remove learners from corporate group

Individually or bulk enroll learners in courses, sections or certificates

Enrollment and Payment features included?

Support easy online registration and credit/debit card payment

Provide corporate payment options/flexible invoicing terms

Collect learner information

Ask corporate learner-specific questions on check out

Ability to manage corporate invoicing and reporting?

Upload scanned and signed contracts for secure online reference

Send enrollment notifications to the corporation

Invoice corporations and manage accounts

Report on enrollment and revenue

Is there a way to log correspondence with the client?

How does the system integrate with Salesforce.com or other CRM systems?

Does the system manage classes as well as curriculum development, consulting, and other services?

Can the proposed system manage a vendor relationship from proposal to signed contract? If so, explain.

Can staff clone or copy a client proposal? A contract training class?

Can contracted companies be sent invoices from the system?

Does the system manage instructor contracts?

How does the system manage instructor expenses beyond teaching classes (travel, hotel, etc.)?

Can evaluation surveys be sent out to clients of contracted training after the class is complete?

Can the system generate reports for company-specific activity? Overall activity? Contract and overall program profitability?

What information can company user access/view?

Does the solution allow for custom document creation for a variety of company documents such as a proposal, contract or invoice?

Does the system allow for staff to manage accounts receivable?

3.5 Administrative Functionality

How does this system handle room requests (can it integrate with systems like Ad Astra)? Course proposals? Profile notifications?

Does this system send automatic email confirmations? If so, what for? Registration confirmation? Waiting list status? Instructor correspondence? Registration confirmation? Other?

Is there a role-based control option for staff access?

Does this system have an option for paying the instructor? If so, what are the pay rate options and is it customizable?

Can instructors access earning and payment information?

What functionality exists for the management of instructors?

How are direct and indirect session/class costs tracked in the system?

Can contact hours, CEUs, ILUs, FTEs, etc. be tracked in the system?

Can staff access all of the functionality of the system anytime from anywhere with appropriate user name and password?

Can staff clone or copy a class from an existing or past course offering?

How does the system increase productivity, accuracy and eliminate duplicate data entry?

3.6 Payment Methods/Secure Transactions

Is this system fully PCI compliant?

Does this system allow for online payments via credit card?

What data security processes are in place for credit card transactions? Does the system store credit card numbers?

How are payments processed (both internally and through web–based student self-registration)?

Can this system produce and accept electronic vouchers?

If yes, does this system automatically email a receipt to the registrant?

What other payment options does this system allow?

Is there an option for payment by third parties, such as a government agency (i.e. workforce/employment services)?

What payment processors are pre-integrated?

How is the breakdown of course fees displayed to prospective students?

How does the system handle discounts in the payment process?

How does the system handle NSF checks and credit card charge-backs?

How does the system handle over payments and partial payments?

How does the system handle invoices?

How does the system handle?

Generating one invoice to an entity for multiple students

Payments from one entity/on one receipt for multiple students

Payments from multiple entities for the same class (ie grant funds & company funds)

Reimbursement for one or more students paid on one invoice/receipt How does the system handle refunds?

including full and partial refunds refund request from a student who was enrolled and paid for by his/her organization or group

How does the system track student invoices and credit balances?

How can students pay down outstanding balances online?

How can the system manage payment plans?

How does the system synchronize account holds with the main campus system?

3.7 Data Security

Is this system web or server based?

Where is the system hosted?

What is the system’s mean time in between failures?

What is the system’s uptime? Are there scheduled downtimes?

Explain your data security model.

How often is the data backed up?

Do you have offsite backup storage?

Please review the attached Service Provider Security Assessment / Vendor Accessibility Disclosure Form and complete the Certification section.

3.8 Marketing Components

Can the customer control the website presentation?

How can the customer communicate branding, look and feel or the program via the website?

How are homepage or other page changes made in the website?

Can information be downloaded to a design program to assist in brochure creation?

Can this system compile marketing lists based on interest?

Can this system email promotional material?

Does this system allow for discounts? How is this accomplished?

Can staff customize the message in the automatically generated email templates?

Are there any built-in communication tools for the instructor to converse with their students?

Does this product have any tools to display demographics of customers?

Does this product offer any services to track how visitors interact with the site?

Summarize the CRM and/or marketing functionality in the product.

Does the system have search engine optimization capabilities?

Does the system allow for multiple ways to organize courses (EG by subject area, program area, professional designations, etc.) so that students can have multiple modes to discover courses?

3.9 Program Development Tools and Analysis Reports

Does the system integrate with an LMS or courseware system?

How does the system enforce access and expiration dates for student and instructor access to online resources?

What types of reports are included in this system?

Can staff customize the reports?

Can customized reports be saved for individual or public use?

Can reports be scheduled for delivery?

Does the system provide a quick way to analyze whether to run or cut a class?

Can the system accommodate required State reports?

Does the system provide Segmentation Analysis?

What data analysis tools are included in this system?

In what formats may the reports be extracted from the system?

Is it possible to create custom reports?

3.10 Finance and Accounting

Does the system contain a General Ledger (GL) structure?

What audit functionality is available in the system to help prevent fraud?

How does the system track receivables?

How does the system manage AR aging for both student and corporate accounts?

How does the system allow budget comparisons to actual financial information for sections / courses?

How does the system calculate federal and state / provincial sales tax on taxable items?

How does the system support bank reconciliations, cash totals, and reconciliations against payment processor report balances?

Does the system support the allocation of a single fee into multiple GL accounts?

3.11 Integration/State Reporting Customizations

At a high level, what customizations are available with the system?

How does the product integrate with other ERP systems (such as SCT Banner, Datatel, PeopleSoft, Jenzabar, etc.)?

What information is able to be extracted from the system?

Does the product integrate with other software for financial or room management functions?

How is the software designed to handle State required reporting?

Does the system’s reporting functionality assist in supporting a program required to use other systems to run the program? If so, how?

What integration services are provided with online learning providers?

3.12 Implementation/Continued Support

How long does it take to implement?

How can we prepare for a more successful implementation? What are the specific preliminary steps or pre-work our division can do to prepare?

What company staff member(s) will be responsible for the implementation?

How is implementation training conducted?

How many people can be trained?

Is onsite training an option?

What types of materials or tools are used for trainings?

Is live customer support available? If so, what are the daily hours?

What methods are available for communication with customer service (phone, email, etc.)?

Aside from initial implementation, what types of trainings are offered for existing customers who may need to polish up or refresh their skills? For new staff members?

How many users will customer service support?

How often are updates/upgrades released?

Are there charges for these updates/upgrades? If so, what is the charge?

Can customer needs influence these upgrades? If so, how?

Is there an opt-out option for the customer to quit the service at any time without incurring penalty fees? Please describe.

You must include in your proposal ALL costs to FRCC Workforce Solutions for the initial year and for four subsequent years including all maintenance fees.

3.13 Proposal Validity Period

Each proposal must state that it will remain valid for FRCC WORKFORCE SOLUTIONS ’s acceptance for a minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.14 Appendices

Please include any or all of the following documents supplementary to this RFP

- Implementation documentation

- User guides

- Training materials

- Future product roadmaps

- Data security documents

- Back up and disaster recovery procedures

- Feature descriptions

- Customer support policies

SECTION 4

PRICE SHEET

QUOTE PER SPECIFICATIONS. ADDITIONAL CHARGES AND FEES NOT INCLUDED IN THE PROPOSAL AND RESULTING CONTRACT ARE NOT ELIGIBLE FOR PAYMENT UNLESS NEOGTIATED PRIOR TO SUCH CHARGES BEING INCURRED.

PRICING MUST BE SUBMITTED WITH RESPONSE

4.1 Cost

Initial program cost

Annual fees

Implementation training

Software upgrades

New upgrade feature training

Credit Card Gateway fees

Server Hosting/Unlimited data fields

Ongoing phone support

Customized reports

Other fees (list with detailed costs)

SECTION 5

RESPONSE FORMAT

5.1 General Requirements – Only complete submissions will be accepted. Submissions should include:

· Submit one electronic copy CD/DVD or USB drive in a sealed envelope.

· Submit signed Request for Proposal Cover Page.

· Completed W-9.

· Reference contacts for similar projects, including names and contact information for individuals who can speak to the team’s qualifications.

· Completed price sheet.

· Acknowledgment of Proposal validity for 90 days 5.2 List of RFP Addenda Received

If applicable, written acknowledgement of each addendum to the RFP is required by each vendor.

5.3 Certificate of Insurance

A statement assuring vendor’s ability to provide a certificate of insurance for general liability, workers compensation, and automobile insurance in limits prescribed in Section 2.35.

5.4 Information

Submit any other information or materials, such as brochures, specifications, etc. that may be deemed advantageous to demonstrate an understanding and approach to the work.

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