RFP SSU 2025-05 Student Housing Software System.pdf

REQUEST FOR PROPOSAL

STUDENT HOUSING SOFTWARE SYSTEM

RFP SSU 2025-05

Issued: Wednesday, Feb 26, 2025

PROPOSAL DUE DATE: Friday March 28, 2025, at 2:00 PM (Eastern Standard Time)

SUBMITTED BY SALEM STATE UNIVERSITY PURCHASING DEPARTMENT

Table of Contents RFP Schedule of Events

Attachments

Introduction

RFP SSU 2025-05: Student Housing Software Solution

University Background

Scope of Services

General Platform Requirements

Minimum System Requirements

Preferred System Features

Technology Needs

System Administration, Configuration, and Integration Strategies

Professional Services

Third Party Tools/Services

Account Representative

Project Implementation Plan

Training

Voluntary Product Accessibility Template (VPAT)

Organization Control Report

Submission Instructions for Suppliers

Questions

Contact Information

Procurement Use

Selection Criteria

Bidder Performance Criteria

Voluntary Product Accessibility Template (VPAT)

Organization Control Report

Independently Audited Financial Statement

PCI-DDS Attestation of Compliance

Accept/Reject Proposal

Withdrawal of Proposal

No University Obligation

Authorized Signature

Expenses

Terms and Conditions

Proposal Format

Proposed Materials

Massachusetts Public Records Law

Sensitive/Confidential Information

Criminal Background and Sexual Offender Registry Checks

Debarment

Supplier Diversity, Equity, and Inclusion Program (SDEIP)

Recordkeeping, Audits, and Inspection of Records

RFP Interpretation

Addendum

Proposal Modification

Confidentiality

Period of Firm Proposal

Pre-Award Negotiations

Contract Period and Requirements

Technical Proposal Requirements

Insurance Requirements

Indemnification

Non-Discrimination in Employment and Affirmative Action

Price Proposal Requirements

Payment Terms

Price Adjustment and Escalation Clause

Invoicing

Virtual Presentations

Contract Award

Bidder’s Responsibility for Services Proposed

Minimum Evaluation Criteria

Comparative Evaluation Criteria

I. PROPOSAL RESPONSE FORMAT

1. Technical Proposal

A. Title Page:

B. Letter of Transmittal:

C. Table of Contents:

D. Professional Experience:

e. Responder’s Approach:

E. Implementation

F. Operational Support

G. Training Support

H. Information Security Policies, Practices and Standards

I. Software Maintenance and Terms

J. Upgrades, Additions, and Expiration Terms

K. Additional Information

2. Pricing Proposal (Submit as a separate file from Technical Proposal)

Assumptions

Method and Rate of Payment

a) Services

b) Operational Support

c) Training Services

d) Additional Professional Service Requirements

e) Software Maintenance

f) Travel Costs

g) Other Costs

II. PROPOSER REPRESENTATIONS (Submit as a separate file)

III. AFFIDAVIT OF STATE TAX COMPLIANCE (Submit as a separate file)

RFP Schedule of Events Issue RFP Wednesday, Feb 26, 2025

Vendor Questions Due Wednesday, March 12 2025, by 12pm (EST)

Q&A Wednesday, March 19, 2025

Proposal Due Date Wednesday, March 26, 2025, at 12pm (EST)

Virtual Vendor Presentations:

1. RFP Evaluation Committee

2. Technical Architecture (backend users)

Anticipated the week of April 07, 2025

Anticipated Contract Award May 2025

Anticipated Implementation Period June 2025 - November 2025

Production Go-Live February 1, 2026

Attachments

Appendix A: Commonwealth of Massachusetts Standard Contract form and Terms and Conditions for

Information Technology. To be executed with the successful vendor awarded the contract derived from the completion of the RFP process. No revisions to these documents are permitted. Template document attached must be acknowledged, signed, and returned with Pricing submission.

Introduction

Salem State University (SSU) is seeking proposals for a cloud-hosted online comprehensive student housing management system for higher education.

University Background

Salem State University, established in 1854, is a comprehensive, public institution of higher learning located approximately 15 miles north of Boston, Massachusetts. One of the largest state universities in the Commonwealth, Salem State enrolls about 7,000 undergraduate and graduate students. It offers 32 undergraduate programs and graduate programs that offer degrees in 24 fields. The university also has a continuing education division that offers both credit and non-credit programs. Salem State proudly participates in the National Study of Learning, Voting, and Engagement and has shown a student voting rate above the national average, earning it a Silver Seal from the ALL IN Campus Democracy Challenge. In

2020, Salem State received Carnegie Community Engagement Classification. The university is designated a Best for Vets College by Military Times.

Scope of Services

General Platform Requirements The university is seeking to migrate the current student housing software to a secure, comprehensive, cloud-based software application solution. The solution is required to integrate with multiple third-party software solutions including but not limited to: Microsoft Azure Active Directory SAML 2.0, Oracle

PeopleSoft CS, CBORD Odyssey, TouchNet, Maxient, Lenel, MS-SQL Data Warehouseand various parking management solutions.

Minimum System Requirements

CATEGORY CRITERIA

Housing Management • Capability of creating a resident student directory/databank for roster and/or room selection process.

• Ability to email/mail resident students via merge tools.

• Full correspondence and interaction tracking and cataloging functions within solution.

• Capability to make room assignments or allow auto room allocations.

• System Administration with role-based access control and functionality (i.e., Audit, Security Access, Query).

• Additional test and/or development environments provided beyond the production environment.

• Ability to provide residents available room information for the purpose of requesting room changes.

• Students should have the ability to disclose gender identity preference for housing.

• Ability to view available housing opportunities/space.

End-User Portal Solution A web-based self‐service portal for students, staff, and prospective students and their families to review, update, and provide pertinent information which includes but is not limited to:

• Ability to process and store electronic online housing student contract application(s) allowing eSignatures.

• Comprehensive online room lottery generation and customizable room selection management.

• Ability to create housing waitlists and advanced waitlists (i.e., special program housing requests).

• Robust online roommate interaction experience with customizable features.

• Ability to create customizable electronic forms and the ability to store data provided submitted via those forms.

• Online appointment scheduling with the capability to integrate with Outlook.

• Ability to view building exterior and interior photos, videos, etc.

Operating Modules

• Housing assignment and damage billing tools (Meal Plans, Rooms, Damages, etc.)

• Adaptable mobile student directory connected to check-in/check-out systems.

• Online visitor tracking module that collects visitor and host data that can also be mobilized into reports.

Data Integrations The proposed solution must have native integration capabilities to enable connectivity to 3rd party applications and support data sharing across the institution and to external vendors including but not limited to:

• Student demographic data import and export with the PeopleSoft

Campus Solutions Enterprise Resource Planning (ERP)/Student

Information System (SIS).

• Student room assignment data export ability to the PeopleSoft

ERP/SIS.

• Student room assignment financial data export ability to the

PeopleSoft ERP/SIS.

• Student meal plan data export to the CBORD application.

• Student directory information and vehicle data export into a parking management solution.

• University key card access data export to Lenel applications.

• Resident student photo image data import from the PeopleSoft

ERP/SIS, CBORD, or FTP.

• 3rd Party billing and account updates via integration with financial reporting tools such as TouchNet.

Preferred System Features

CATEGORY CRITERIA

Additional

Solutions/Features

• Duty log management tool for Resident Assistant and full-time live-in staff.

Room Inventory &

Inspections features

• Ability to edit, update, and track room condition report status and have resident students approve status and sign off on status upon moveout.

Roommate Agreement

• Roommate contract functionality initiated and usable by students and staff.

SMS Text Messaging

• Ability to send text messages to students with listed cell phone numbers.

Technology Needs

CATEGORY CRITERIA

Security

• The system must support role‐based access control (RBAC) based on defined work role(s) in various departments as well as the ability to modify an individual and group’s access to modules, screens, fields, forms, etcetera.

• Secure Access: the system must support mandatory complex passwords and support single sign‐on (SSO) via Azure/SAML 2.0 and support multifactor authentication (MFA) via Microsoft

Azure/Microsoft Authenticator App.

• Provide security features which utilize industry-standard cryptographic methods and technology and support security principles such as least privilege and separation of duties.

• System performance when implementing security (audit) should not be impacted.

• Supports data encryption and detailed auditing on all sensitive/confidential data fields and data fields that would require breach notifications to data subjects in the event of unauthorized disclosure under domestic and foreign privacy laws.

• Demonstrate compliance with all state, federal, and industry regulatory requirements pertaining to the storage or transmission of any personally identifiable information (PII) stored within, and transmitted to/from, the solution.

• Ability to produce an industry-standard third-party assessment of the security of hosting their services, hosting facilities, and organizational security practices (SOC 2 Type 2 report).

Hosting

• Provide a secure cloud hosted solution that integrates with the university’s Azure authentication protocols. Provide details on hosting environment (i.e., Azure, AWS, or vendor hosted).

Reliability

• Demonstrate a good record of stability and minimal service interruptions in context with our current and proposed future use of the system.

• Provide uptime and outage mitigation response time guarantees.

• Easily accessible experienced technology support staff and developers accessible and available to assist with technology troubleshooting through a clear and documented support service structure.

Adaptable

• The vendor should have a continuous platform performance, regulatory, and security upgrade cadence to ensure the institution is up to date with compliance requirements and meeting the needs of an evolving student environment.

Standards

• Open standards and LTI integration are incorporated wherever appropriate and are leveraged to provide as many options as possible.

• No proprietary components are present that require separate licensing or lock in data.

Compliance

• The solution must support and maintain compliance with laws and regulations applicable to institutions of higher education.

Specific examples include but are not limited to HIPAA, FERPA, GLBA, and domestic/international Privacy Laws.

Accessibility

• The solution meets accessibility standards set by the ADA;

including but not limited to WCAG 2.1 and Section 508 compliance. Encourages Universal design by allowing easy presentation of content in multiple formats (text, audio, video);

user is prompted to make content accessible when relevant

(e.g., to add alt text when uploading an image).

Reporting

• Analytics for tracking overall tool usage is integrated into the solution.

• Provide a library of pre-built reports that contain various data elements, including accessibility analytics. Vendors should provide a listing of accessible reports with their proposals.

Mobility

• Solution supports a responsive design. Functions on all major devices, including, but not necessarily limited to Mac/PC desktops, laptops, mobile phones, and tablets and/or provides a mobile application to support mobile phone and tablet usage.

Outage Detection and

Notification

Notification shall be provided to the university as soon as possible if the awarded vendor is experiencing an outage. The vendor shall provide regular status updates to the university, and if possible, the ability for the university to update its own status page to notify the community as updates become available, whether the software is within the implementation phone or after go-live.

System Administration, Configuration, and Integration Strategies

CATEGORY CRITERIA

Branding The solution should be easily branded to reflect the university.

Integration with ERP/SIS Solution supports bidirectional integration with the PeopleSoft ERP/SIS.

Integration with a Credit

Card Payment Gateway

The solution should support integration with TouchNet as a third-party credit card payment gateway provider.

Upgrade Strategy

The solution should provide minimal disruptions by vendor upgrades, bug fixes, and other maintenance solutions.

The upgrade strategy and cadence are well defined.

The institution is provided with a test instance for testing system changes before implementing within the production environment.

Documentation for updates is clearly and regularly supplied in advance of changes. “What’s New” information in regard to major system updates is relayed to users via a portal or other approach.

Access

Device agnostic support for multiple modes of access; provide content and services in formats that are usable in a variety of platforms (i.e., formatted for small screen, mobiles devices, e-book readers, print, etc.)

and languages; assume that users may use unfamiliar hardware and solution.

Browser Support

Support popular browsers (e.g., Chrome, Edge, Firefox, Safari) and platforms with no special setup requirements for the user. Can render the experience in popular browsers with consistency.

Single Sign-On

A real-time integration with SSU’s central identity and single sign-on system, Azure AD. The system must support mandatory complex passwords and support single sign-on (SSO) via Azure/SAML 2.0 and support multi-factor authentication (MFA).

Multi-Factor

Authentication (MFA)

Must support multi-factor authentication (Microsoft/Azure).

Support

Provide 24/7 phone and email support with tracking system to follow the progress of issue resolution; solution provider assigns the university with an account manager who may be notified if problems need escalating or attention. Support tools provide guidance when performing functions e.g., a built-in support for how to upload a file when in the middle of completing the task.

Test/Development

Environments

Vendors should provide additional test and/or development environments above and beyond the production environment.

Training Materials

Vendor provides robust video and web-based training materials to serve all users’ needs. Provides webinar opportunities for system administrators to learn the new system.

Back-up / Disaster

Recovery

Provide documented backup, restore, and archive policies and procedures in support of a 24/7 operation.

Provide documented disaster recovery procedures.

Professional Services

CATEGORY CRITERIA

Professional Services

Describe experience in solution installations and configuration. Provide high-level composite information of the personnel who will be responsible for an implementation project.

Third Party Tools/Services The following is a list of third-party tools and services supported by SSU that could require integration:

• PeopleSoft ERP/SIS

• TouchNet

• CBORD Odyssey

• Lenel

Account Representative

The successful vendor must provide a dedicated representative who will be available to meet with the

Housing representative, or designee, on a regular basis or as needed, to provide face to face customer service, offer suggestions to improve the program and service, review accounts, answer questions, resolve problems, etc. The account representative must be available during normal business hours via phone and email.

Project Implementation Plan

The University is seeking to implement this solution commencing June 2025 through November, 2025.

The official go-live date of the new system will be February 1, 2026 or a date mutually agreed upon by both parties.

Training

The successful vendor shall work with the University staff to provide end-users and system administrators with training as requested throughout the life of the contract. Sessions shall be used to assist in navigating the online systems and discussion of any modifications that are available.

Voluntary Product Accessibility Template (VPAT)

Please see the following VPAT document (https://www.section508.gov/sell/vpat) to ensure your product meets all current accessibility guidelines.

Organization Control Report

The university requires all bidders to submit a SOC2, Type II audit report. If your company requires additional information from the university to provide this report, please have this documentation prepared during the RFP process.

Submission Instructions for Suppliers

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Technical Proposal File Type: PDF (.pdf) Multiple Required

Pricing Proposal File Type: Any Multiple Required

Timeline for Implementation File Type: Any Multiple Required

Certificate of Insurance File Type: PDF (.pdf) Multiple Required

Statement of State Tax Compliance File Type: PDF (.pdf) 1 Required

Proposer Representation File Type: PDF (.pdf) 1 Required

References File Type: Any Multiple Required

Soc II Type 2 File Type: Any Multiple Required https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2Fsell%2Fvpat&data=02%7C01%7CNRODRIGUEZ%40bridgew.edu%7Cbeb3111ecf9e46eb555608d7fcef172c%7C48ec3bf8d1654eabbbeef8d5307f46e1%7C0%7C0%7C637255976119171643&sdata=OVVDT%2BFEUHU5OXUAcDYgTL8dyD7WgPutAI4Z8gqUBek%3D&reserved=0

Voluntary Product Accessibility Template (VPAT)

File Type: Any Multiple Required

Audited Financial Statement File Type: Any Multiple Required

PCI-DDS Attestation of Compliance File Type: Any 1 Optional

Corporate Sponsorship Opportunities File Type: Any Multiple Optional

Commonwealth of Massachusetts Standard Contract Form and IT Terms and Conditions

File Type PDF (pdf) 1 Required

Requested Documents:

Please note the type and number of files allowed. Please do not embed any documents within your submitted files, as they will not be accessible or evaluated.

2. Send your submission to:

Reynaldo Ramos

Assistant Vice President for Purchasing and Auxiliary Services rramos@salemstate.edu

Your submission must be sent, submitted, and finalized prior to the Closing Time of March 26, 2025, 12:00 PM EST.

Important Notes:

Sending large documents may take significant time, depending on the size of the file(s) and your

Internet connection speed. Late submissions will not be considered.

Questions

Bidders may submit questions in writing to rramos@salemstate.edu. The question period for this end on Wednesday March 12, 2025, 12:00 PM EDT. You will not be able to send messages after this time. The University will compile all questions and respond via addendum prior to the bid opening date.

All correspondence is required to be performed through the contact information. No telephone calls will be entertained. Prospective bidders are prohibited from obtaining information about this bid from any

University personnel. Inquiries received after the specified date and time will not be accepted. The https://bridgew.bonfirehub.com/opportunities/91197 mailto:rramos@salemstate.edu questions and official University responses will be issued by formal addendum and sent to all prospective bidders to the bidder email addresses on University record.

Contact Information

Except as may be noted otherwise herein, the issuing office and sole contact for the coordination and dissemination of all information regarding this RFP is:

Reynaldo Ramos

Assistant Vice President for Purchasing and Auxiliary Services

352 Lafayette Street

Salem, MA 01970

Email: rramos@salemstate.edu

Phone: 978.542.7321

Procurement Use

The award of any contract resulting from this RFP is for use of Salem State University only. Other

Massachusetts state institutions have the option to utilize this competitively bid contract. Salem State

University will have no responsibility for other agency agreements or payments.

Selection Criteria

The goal of this RFP is to award a contract to a responsible bidder to perform the contract at the best value to the University. All mandatory requirements for the service the vendor is submitting a proposal for must be met. The University makes no dollar guarantees for services throughout the duration of this contract resulting from this RFP.

Bidder Performance Criteria

Bidders’ performance will be evaluated on an annual basis at the discretion of the University and will be utilized in determining whether to continue with the Contract. Poor performance may result in cancellation of the Contract.

Voluntary Product Accessibility Template (VPAT)

Please see the following VPAT document (https://www.section508.gov/sell/vpat) to ensure your product meets all current accessibility guidelines.

https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2Fsell%2Fvpat&data=02%7C01%7CNRODRIGUEZ%40bridgew.edu%7Cbeb3111ecf9e46eb555608d7fcef172c%7C48ec3bf8d1654eabbbeef8d5307f46e1%7C0%7C0%7C637255976119171643&sdata=OVVDT%2BFEUHU5OXUAcDYgTL8dyD7WgPutAI4Z8gqUBek%3D&reserved=0

Organization Control Report

The university requires all bidders to submit a SOC2, Type II audit report. If your company requires additional information from the university to provide this report, please have this documentation prepared during the RFP process.

Independently Audited Financial Statement

The university requires all bidders to submit their most recently independently audited financial statement. A Standard & Poor, and/or Dun & Bradstreet report is desirable.

PCI-DDS Attestation of Compliance

Bidders may be required to submit an Attestation of Compliance (AoC). This is a declaration of an organization's compliance with Payment Card Industry Data Security Standard (PCI DSS). It is testimony that an organization successfully demonstrated exceptional security best practices to secure cardholder data.

Accept/Reject Proposal

The University reserves the right to reject any or all proposals, wholly or in part; to waive technicalities, irregularities, and omissions; to make the award in a manner deemed to be in the best interest of the

University; and to correct any award erroneously made as a result of a clerical error on the part of the

University.

Withdrawal of Proposal

Proposal offers may be withdrawn at any time prior to the bid receipt deadline date and time. Once the proposal receipt deadline has passed all proposals become the property of the University.

No University Obligation

The RFP in no manner obligates the University to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the University without penalty or obligation at any time prior to the signing of an agreement.

Authorized Signature

The bidder’s proposal shall be signed by an officer who is authorized to make such commitments for the bidder.

Expenses

Expenses for developing and presenting proposals shall be the entire responsibility of the Bidder and shall not be chargeable to the University. All supporting documentation and manuals submitted with this proposal will become the property of the University unless requested by the Bidder, in writing, at the time of the submission, and agreed to, in writing, by the University.

Terms and Conditions

Upon award of the RFP, the awarded proposer will be required to execute the Commonwealth Standard

Contract attached hereto as Appendix A. The Commonwealth IT Terms and Conditions should be reviewed wholly and thoroughly. If there are any contractual terms or conditions to which your company is unable to abide, it is imperative this is noted within your response. Please provide the rationale your company is unable to comply with these terms. No alterations or modifications may be made to the Commonwealth’s IT Terms and Conditions.

Proposal Format

All offers shall be made following the Proposal Response Format provided in Section I. All proposals shall be submitted as Best and Final Offers. Bidders will not be allowed to make material alterations to their proposal offers after the proposal opening. Each bidder shall include in their written offer all requirements, terms, and conditions they may have, and shall not assume that an opportunity will exist to add such requirements, terms or conditions after the proposal opening. Bidder’s terms or conditions that are deemed unacceptable by the University may be the basis for the University’s rejection of the proposal.

Proposed Materials

All material submitted in response to the RFP shall become the property of the University upon submission and will be considered as part of this RFP.

Massachusetts Public Records Law

Access to University records is made in accordance with the Massachusetts Public Records Law, M.G.L. c.

66, s. 10. All Responses received are subject to M.G.L. c. 4, s. 7, ss. 26, and M.G.L. c. 66, s. 10 regarding public access to such documents. Statements or endorsements inconsistent with those statutes will be disregarded. The University will withhold the Responses or sections of Responses until such time that they have been opened. The University will make available the documents within those Responses only upon the finalization of those records.

Sensitive/Confidential Information

During the course of the assessment and/or project, the contractor may have access to sensitive and/or confidential information, the privacy of which is legally protected or the disclosure of which is legally prohibited. The contractor will be required to keep such information confidential to fullest extent provided by state or federal law.

Criminal Background and Sexual Offender Registry Checks

The Contractor agrees to conduct criminal background and sexual offender registry checks on all employees, contractors, representatives, and agents who will work on any University owned or leased property as required by the University. The results of such checks must be satisfactory to the University, in its sole discretion.

Debarment

Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency.

Submission is also agreement that the University will be notified of any change in this status.

Supplier Diversity, Equity, and Inclusion Program (SDEIP)

As part of Salem State University’s (SSU’s) ongoing commitment to diversity, inclusion and equity, the university promotes an equal opportunity for all qualified suppliers to participate in contracts in a manner that develops and strengthens certified diverse, small and local business, and disadvantaged businesses, as defined by M.G.L. c. 30B, §18(a). The SDEIP encourages the award of contracts in a way that increases business opportunities for Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Service-Disabled Veteran Business Enterprises (SDVOBEs), Veteran Business Enterprises (VBEs), Lesbian, Gay, Bisexual, and Transgender Business Enterprises (LGBTBEs), Disability-Owned Business Enterprises

(DOBEs), small businesses, and local businesses. Note, the university will accept diversity endorsements by any third-party certification agency. To be considered a local business your principal place of business must be in Plymouth or Bristol County, Massachusetts.

Please identify which category(ies) you believe your company may qualify for within your bid proposal and submit the appropriate certification. You may qualify for certification if your company conforms with one of the following categories:

• Minority owned

• Women owned

• Portuguese owned

• Veteran owned

• Service-disabled veteran owned,

• Disabled owned

• LGBTQ+ owned

• Small Business

• Local Business (Plymouth and/or Bristol County, Massachusetts)??

If you do not believe you identify as one of the diverse categories above, you may still show your commitment to diversity, equity, and inclusion. Where applicable all proposers are expected to incorporate significant financial commitments to partner with certified diverse or disadvantaged suppliers, small businesses, and local businesses. Please describe in your proposal how you may commit to the following:

1. Efforts to identify and utilize diverse or disadvantaged suppliers, small businesses, and local business (Plymouth and/or Bristol County)

2. Maintain records showing utilization of diverse or disadvantaged suppliers, small businesses, and local business (Plymouth and/or Bristol County)

3. Establish annual goals directed toward diverse or disadvantaged suppliers, small businesses, and local business (Plymouth and/or Bristol County) supplier spend.

If you believe your company should be considered a diverse or disadvantaged supplier but do not currently hold any certifications, the Massachusetts Supplier Diversity Office (SDO) certifies diverse businesses and also manages several business programs that help enhance the marketability of small and diverse businesses when they bid on public contracts. For more information, please visit Massachusetts Supplier

Diversity Office (SDO).

Recordkeeping, Audits, and Inspection of Records

The vendor shall maintain books, records, documents, and other compilations of data pertaining to the requirements of the contract to the extent and in such detail as shall properly substantiate claims for payment under the contract. All such records shall be kept for a period of seven (7) years. All retention periods start on the first day after final payment under this contract. If any litigation, claim, negotiation, audit, or other action involving the records is commenced prior to the expiration of the applicable retention period, all records shall be retained until completion of the action of resolution of all issues resulting there from, or until the end of the applicable retention period, whichever is later. The Federal grantor agency, the University, or any of their duly authorized representatives or designees shall have the right at reasonable times and upon reasonable notice, to examine and copy at a reasonable expense, the books, records, and other compilations of date of the vendor which pertain to the provisions and requirements of this contract. Such access shall include on-site audits, review, and copying of records. Vendors providing services over $10,000.00 within a twelve (12) month period to the

University hereby consent to grant the Federal Controller General, or their agents, access to the vendor’s books, documents, or records as per the Omnibus Reconciliation Act of 1980.

RFP Interpretation

Interpretation of the wording of this document shall be the responsibility of the University and that interpretation shall be final.

Addendum

Any addendum issued to Bidders prior to the proposal opening date shall become a part of the bid document. The University retains the right to deem any response which does not acknowledge an addendum within its proposal as nonresponsive.

https://www.mass.gov/orgs/supplier-diversity-office-sdo https://www.mass.gov/orgs/supplier-diversity-office-sdo

Proposal Modification

Any exceptions/additions/alterations to the terms and conditions contained herein must be included in the bidder’s proposal response. Failure to provide the required data to allow for evaluation of the bidder’s response to the RFP, or failure to follow and complete the RFP proposal format and accompanying documents will be grounds for rejecting the proposal offer. The University reserves the right to reject any proposals that alter the terms specified in the RFP.

Confidentiality

From the date of issuance of the RFP until the opening date, the Bidder must not make available or discuss its proposal, or any part thereof, with any employee or agent of the University. The Bidder is hereby warned that any part of its proposal or any other material marked as confidential, proprietary, or trade secret, can only be protected to the extent permitted by Commonwealth of Massachusetts laws.

Period of Firm Proposal

All proposal offers must remain in effect for a minimum period of 120 days following the RFP opening date in order to allow for sufficient time for evaluation, approval, and issuance of award notice. The successful bidder’s offer will remain firm for the duration of any resulting award and extensions.

Pre-Award Negotiations

After the proposals are opened, but prior to award, the University may elect to conduct negotiations with the highest ranked proposal respondents for purposes of:

• Resolving minor differences and information

• Clarifying necessary details and responsibilities

• Emphasizing important issues and points

• Receiving assurances from respondents

Selection may be made without further decision, negotiations, or bidder’s presentations; therefore, bidder shall offer the most favorable terms in response to this RFP.

The University reserves the right to negotiate with the successful Respondent to finalize a contract. Such negotiations may not significantly vary the content, nature or requirements of the proposal or the

University’s Request for Proposals to an extent that may affect the price of goods or services requested.

The University reserves the right to terminate contract negotiations with a selected respondent who submits a proposed contract significantly different from the response they submitted in response to the advertised RFP. If an acceptable contract cannot be negotiated with the highest ranked Respondent, the

University may withdraw its award and negotiate with the next-highest ranked Respondent, and so on, until an acceptable contract has been finalized. Alternatively, the University may cancel the RFP, at its sole discretion.

Contract Period and Requirements

The term of this agreement shall commence upon execution of a contract. The contract shall be considered fully executed upon the date and signature of the authorized University official.

Implementation shall commence July through January 2024. The go-live date for this service will be no later than February 1, 2024. The firm awarded this contract will be required to execute the

Commonwealth of Massachusetts Standard Contract Form (Appendix A) together with any appropriate certifications of compliance to the University, including but not limited to, the Commonwealth IT Terms and Conditions attached by reference in the Commonwealth Standard Contract. The initial term of the contract shall be for a three- and one-half year (3.5) contract term expiring on June 30, 2027. If deemed in the best interest of the university, this contract will have two (2) additional one (1) year option to extend at the discretion of the university.

Technical Proposal Requirements

The technical proposal is to be submitted in a separate file in accordance with directions given under the section Submission Instructions for Supplier. The Technical Proposal must contain all items within

Section I (Proposal Response Format, Technical Proposal).

Note: Proposers should provide complete responses in the format specified for both the Technical and

Price Proposal requirements as the attributes will be reviewed in comparison with the Minimum and

Comparative Evaluation Criteria as described below.

Insurance Requirements

The Contractor shall purchase and maintain at its sole cost and expense throughout the term of this

Agreement adequate insurance coverage necessary for the performance of the work under the contract.

Such insurance should include, but not be limited to, the following types and amounts of coverage:

1. The following minimum insurance coverage is required.

A. Workers’ Compensation Insurance in compliance with applicable federal and state laws, including Employers Liability Insurance with limits of at least one million dollars ($1,000,000) per occurrence.

B. Commercial General Liability Insurance including products and completed operations liability, and contractual liability coverage specifically covering this

Agreement, written on an occurrence form, with combined limits for bodily injury, personal injury, and property damage of at least one million dollars ($1,000,000) per occurrence and five million dollars ($3,000,000) per aggregate. This policy must be endorsed to include the University as an additional insured including a Waiver of

Subrogation.

C. Cyber Security Insurance coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the contactor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines, and penalties as well as credit monitoring expenses of at least three million dollars ($3,000,000) per occurrence and five million dollars

($5,000,000) per aggregate. This policy must be endorsed to include the University as additionally insured including a Waiver of Subrogation.

D. A certified copy of each policy or certificates of all insurance required herein shall sent. After which, all policy renewals shall be either delivered to Salem State

University, Purchasing 352 Lafayette Street Salem, MA 01970, or sent via email to purchasing@salemstate.edu. It is the responsibility of the vendor to provide updated certificates upon each policy renewal.

Indemnification

The Vendor shall indemnify and hold harmless Salem State University and its agents and employees from and against all claims, for legal liability arising out of the release of confidential information due to the fault or negligence of the vendor, infringement of any United State Patent, or damages, losses, and expenses including attorney fees arising out of or resulting from the performance of the work, furnishing of services, or furnishing of materials, good, or equipment, as required by the Request for Proposal, including but not limited to claims regarding defects in materials, good, or equipment, which is caused in whole or in part by any breach of contract, or omission of the successful proposer(s), any sub-vendor(s), or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

Non-Discrimination in Employment and Affirmative Action

The vendor shall not discriminate against any qualified employee or applicant for employment because of race, color, national origin, ancestry, age, sex, religion, physical or mental handicap, or sexual orientation. The vendor agrees to comply with all applicable Federal and State statues, rules and regulations prohibiting discrimination in employment including but not limited to: Title VII of the Civil

Rights Act of 1964; the Age Discrimination in Employment Act of 1967; Section 504 of the Rehabilitation

Act of 1973; the American with Disabilities Act of 1900; and Massachusetts General Law, Chapter 151 B.

Price Proposal Requirements

The price proposal is to be submitted in a separate file in accordance with directions given under the section Submission Instructions for Suppliers.

Payment Terms

In accordance with Massachusetts State Finance Law, the University shall remit payment upon completion of the scope of work, net forty-five (45) days from receipt of invoice.

mailto:purchasing@salemstate.edu

Price Adjustment and Escalation Clause

Pricing is anticipated to remain firm for the initial term of the contract, after which price adjustments will be considered for the remaining two (2) possible one-year extensions, the maximum price change shall not exceed the lesser of the unadjusted percent change in the Consumer Price Index (CPI) for goods and services for the most recent 12 months for which data is available as published by the US Bureau of

Labor Statistics or the maximum price adjustment of _______% from the previous year’s firm fixed pricing (Vendor: fill in percentage).

Invoicing

All invoices for services must be submitted directly to Accounts Payable via email to accounts-payable@salemstate.edu. Invoices shall reference the applicable purchase order number. The invoice shall clearly state provided services, and any other applicable fees, including permits. Invoices should be unambiguous and easily referenced back to the bid response sheet.

Virtual Presentations

After review of the technical proposals, the University, at its discretion, may require virtual presentations with selected proposers for the purpose of further evaluation of the proposer’s qualifications and ability to provide the required solution. The University is not liable for any expense incurred as the result of a vendor presentation. Written responses must be complete in all aspects as oral presentations may not be scheduled.

Contract Award

The contract award resulting from this RFP will be to the proposer offering the most advantageous proposal, taking into consideration all evaluation criteria as well as price. The University reserves the right to award multiple vendors if deemed in the best interest of the University.

Bidder’s Responsibility for Services Proposed

The response to the RFP will be considered as the Bidder’s offer to proceed in the RFP process.

Immediately following the RFP process, final negotiations on the offer that receives the highest evaluation by the University will be conducted to resolve any minor differences and informalities that do not materially alter the offer. Once the final negotiations have been completed, the University’s acceptance of the RFP will be issued.

mailto:accounts-payable@salemstate.edu mailto:accounts-payable@salemstate.edu

Minimum Evaluation Criteria

Each proposal shall first be reviewed to ascertain whether the following minimum criteria have been met:

Each response must be received electronically by the time and date established under this RFP.

• The following documents must be submitted:

▪ Technical Response

▪ Price Response

▪ Timeline for Implementation

▪ Certificate of Insurance

▪ Section II. Proposer Representations

▪ Section III. Affidavit of State Tax Compliance

▪ References

• The response must include all items listed in Section I (Proposal Response Format) to be considered a complete proposal.

• Proposers must be in the field of providing services related to the Scope of Work meet all required elements of this RFP.

• Most recent independently audited financial statements, VPAT, PCI-DDS AoC (if applicable), and

SOC II Type 2 Report.

• Signed Commonwealth of Massachusetts Standard Contract Form and IT Terms and Conditions

Comparative Evaluation Criteria

Each response meeting the Minimum Evaluation Criteria shall be rated according to the following

Comparative Evaluation Criteria, in no order.

• Experience

• Quality of response

• Quality of the proposer’s performance, flexibility, and ability to meet SSU’s requirements

• Ability to integrate with university third-party systems listed in the Scope of Work

• Service Level Agreement

• Pricing

• Vendor Presentation

• References

The Respondent may not provide additional attachments beyond those specified in the document for the purpose of extending their response. Any material exceeding the response limit will not be considered in rating the response and will not be returned. Respondents shall not include brochures or other promotional material with their response. Additional materials will not be considered part of the response and will not be evaluated.

I. PROPOSAL RESPONSE FORMAT

To simplify the evaluation process and obtain the maximum degree of comparison, the University is requiring prospective firms to submit responses in the format and manner prescribed by this section.

Each response shall also include any other information the bidder feels is significant in making an informed decision relative to the proposal. Firms are cautioned that any deviation from this format may result in disqualification of their proposal.

1. Technical Proposal

A. Title Page:

1. RFP Project Title and Number

2. Name of Responding Firm

3. Address, and Telephone number of responding firm

4. Name and email address of contact person

5. Date of submission

B. Letter of Transmittal:

1. Briefly state the understanding of the product specification and implementation requirements and make a positive commitment to perform the work within the required time frame.

2. A detailed description of the bidder’s resources and experience relevant to the RFP performance requirements including specific expertise in serving specific populations and/or verification that the bidder is authorized to sell or distribute specific commodities or services.

3. A statement on the experience of staff and the total number of employees

(distinguishing between administrative staff, management, principal partners or officers, field, technical and customer support).

4. The number of years the bidder has been in business and/or the number of years the bidder has been in the business identified in the RFP (which may be separate and distinctly different from their main business line). A Standard & Poor, and/or Dun &

Bradstreet report is desirable.

5. The letter should be signed by an authorized signatory of the firm.

C. Table of Contents:

1. Include a clear identification of the material by section and page number. Such sections will be those identified below.

D. Professional Experience:

1. Provide a list of similar clients served within the last five (5) years.

2. List five (5) clients who may be contacted as a reference (client names, email addresses, telephone numbers, and names of client officials and dates of service). Of the five (5) references at least three (3) shall be Higher Education clients with similar or greater size and requirements than SSU’s as demonstrated in this RFP.

e. Responder’s Approach:

The Proposer must provide an approach to support its proposal to be considered for the University’s

Parking Management Solution contract.

1. State the proposer understands the product and implementation services to be performed within this RFP.

4. List the assigned project management team. Provide résumés highlighting relevant past experience, education, training, etc.

5. Contact information of individual representing firm in this process (name, title, address, phone, and email).

6. Location of office that will manage the account.

7. Provide your company profile including company core values that support the University's mission and builds a vibrant community.

8. Provide details of software specifications to ensure compatibility with current university systems.

9. Indicate if your company is accustomed to the software integrations as listed in the scope of services. Additionally, please provide a list of software your company is able to integrate with. Note any issues your company has experienced and your ability to alleviate these issues?

10. Note your strategy on the transfer of legacy data upon full completion of implementation.

11. Identify the point of contact to escalate issues throughout the contract including the executive name and contact information that will support the University.

12. Provide your company’s escalation process for managing issues with the solution after implementation and testing is complete.

13. Core team training and functional product orientation.

14. Analysis and design in preparation for configuration.

15. Configuring product for usage in Global Campus.

16. Testing of system.

E. Implementation

1. Provide a project plan and proposed timetable outlining the methodology of seamlessly transitioning the University’s current parking solution without causing an interruption in services provided to the campus community.

2. Identify the maximum time required for a full integrated conversion.

3. Describe in detail what types and levels of implementation support services are available.

4. Define services explicitly not covered by implementation support services.

5. Describe any prerequisites that are required upon the university prior to the acquisition of implementation support (e.g., administrator training, required certifications, etc.).

6. Describe how determination is made that the products are fully and successfully implemented and that the agreement for implementation support has been entirely fulfilled. Are there established acceptance criteria used by your firm?

F. Operational Support

1. Provide you service level agreement.

2. Describe types and levels of operational support services available. Include response times for each level.

3. Describe the availability of telephone support, which hours on which days.

4. Describe whether after hours support is available.

5. State whether your telephone support phone number is toll-free.

6. Describe your telephone support service level agreements with your customers. What is the average response time to telephone call? What percentage of calls is closed within 1 hour, 8 hours and 5 days?

7. Describe support services available via an Internet web site. Does your Internet support service include access to a knowledgebase of customer questions and solutions? Can support calls be initiated from your web site?

8. If applicable, describe your Internet support service level agreements with your customers. What is the average initial response time to a request for service initiated via your web site?

9. Describe the availability of onsite support. Under what circumstances can the University request onsite support? Under what circumstances, if any, will your company escalate a service call to onsite support?

10. Under what…