RFQ.docx

Medical University of South Carolina

Request for Quote

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400028373 05/23/2025 Andy Champion 843-792-1300 champiow@musc.edu University Procurement 1 South Park Plaza Building 1, JB402 Charleston SC 29407

DESCRIPTION: CLUB MANAGEMENT SOFTWARE

USING GOVERNMENTAL UNIT: MEDICAL UNIVIVERSITY OF SOUTH CAROLINA (MUSC)

SUBMIT YOUR OFFER TO THE FOLLOWING EMAIL: champiow@musc.edu

SUBMIT OFFER BY (Opening Date/Time): 06/17/2025 at 11:00 AM EST

NUMBER OF COPIES TO BE SUBMITTED: One Electronic Copy via email to champiow@musc.edu

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date.

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

N/A (Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement notices should be sent.)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)]

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D))

_In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

SCOPE OF SOLICITATION

The Medical University of South Carolina is soliciting a Request for Proposal for an Club Management Software to provide functionality in member management, reporting, registration, scheduling and administration.

MAXIMUM CONTRACT PERIOD - ESTIMATED

This is a three (1) year contract with four (4) one (1) year renewal options. The maximum contract life is five (5) years.

Start date: 07/01/2025 End date: 06/30/2030

INSTRUCTIONS FOR SUBMITTING A QUOTE

• Submit a signed Cover Page and Page Two with your quote. Your quote should include all other information and documents requested in this RFQ

• Individual signing quote must be authorized to obligate the submitting vendor.

• Bidder shall provide the lowest prices, exclusive of State and Federal Tax, for each of the items listed in the Bidding Schedule.

• A single award will be to the lowest responsible responsive quote for all items requested.

• Bidder may submit quote via email to: champiow@musc.edu

· If you are requesting Resident Preferences, please identify each line item in your quote for which Resident Contractor Preferences apply.

• Note to Vendor: By signing and submitting a quote, you are certifying under penalties of perjury that you do not have any liens as described in Section 12-54-120 of the S.C. Code of Laws 1976 as amended, relating to payment of taxes.

DRUG FREE WORKPLACE CERTIFICATION (JAN 2004)

By submitting an Offer, Contractor certifies that, if awarded a contract, Contractor will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. [02-2A065-1]

OPEN TRADE REPRESENTATION (JUN 2015)

By submitting an Offer, Offeror represents that Offeror is not currently engaged in the boycott of a person or an entity based in or doing business with a jurisdiction with whom South Carolina can enjoy open trade, as defined in SC Code Section 11-35-5300. [02-2A083-1]

PROTESTS (MAY 2024)

(a) If you are aggrieved in connection with the solicitation or award of the contract, you may be entitled to protest, but only as provided in Section 11-35-4210. To protest the solicitation or an amendment, your written protest must be received within fifteen Days of the date the applicable solicitation document is issued. To protest an award, (i) written notice of your intent to protest must be received within seven Business Days of the date the award notice is posted, and (ii) your actual written protest must be received within fifteen Days of the date the award notice is posted. Time periods are computed in accordance with Section 11-35-310(13) and the definitions for Day and Business Day. Both protests and notices of intent to protest must be received by the appropriate Chief Procurement Officer (CPO). See clause entitled "Protest-CPO." (b) Pursuant to Section 11-35-410, documents directly connected to a procurement activity may be available within five days after request. All document requests should be directed to foia@musc.edu. If a protest is pending, the protestant’s lawyer may access otherwise unavailable information by applying to the CPO for the issuance of a protective order. Additional information is available at www.procurement.sc.gov/legal [02-2A085-3]

SCOPE OF WORK/SPECIFICATIONS

The Medical University of South Carolina (MUSC) is soliciting a REQUEST FOR QUOTES for Member Management Software for its Wellness Center Established in 1992, the Wellness Center at MUSC is situated in Charleston, South Carolina. It caters to students, faculty, staff, and the public, offering a comprehensive range of fitness and wellness services in a convenient one-stop setting. Spanning 75,000 square feet, the facility features a junior Olympic-sized swimming pool, racquet and paddle sports areas, intramural sports, and innovative fitness equipment. The center's mission is to foster healthy lifestyles by promoting wellness mindsets and behaviors, aiming to advance overall well-being rather than just traditional health club services.

The Wellness Center has a membership of approximately 3100 members with payments and 2500 students with no membership payments. Our members include students, faculty, staff, and community members spanning from 18 to 90 years old. We provide more than 30 group exercise classes each week with a wide range of options available.

The average monthly payment volume generated by the Wellness Center is approximately 2500 transactions per month.

Implementing new member management software at the Wellness Center is crucial to improve existing features and streamline member-related tasks and data management. The current software is deficient in key functions like account import tools, automatic communication tools, online registration, league management, and user-friendliness for staff.

A successful Offeror’s SaaS must have the ability to perform the following functions:

IMPORTANT: Offerors must be able to partner with First Data Merchant Services (FDMS or FiServ) for ALL merchant card services

1. OPERATIONS. Any proposed solution must have the following:

1.1. Cloud-Based Operating System with membership registration and profile management with branded member portal/self-service app

1.2. Point of Sale for credit/debit card and bank draft processing

1.3. Payment processing including invoicing and collections

1.4. Flexible scheduling with calendars for facility use and staffing

1.5. Personal Training Management with comprehensive automated features that include member self-service online package purchases, appointment reminders, notification of remaining sessions, package renewal, and schedule or cancel session with a trainer, trainer’s availability viewable by member, either party has the capability to cancel a session within the system prompting automatic notifications, management capability to assign specific trainers and session tracking, etc.

1.6. Gate/Turnstile Access capabilities

1.6.1. Controlled access that only allows active members or guests to enter facility.

1.7. Group Exercise Registration/Management with the ability to track class participation and schedule classes within the system.

1.7.1. Active Members would have the ability to register for any group exercise classes, drop class, pay for fee-based classes.

1.8. Payment Processing for add on services such as lockers, parking and pro-shop; monthly billing and collections for membership revenue; etc.

1.9. Batch Operations for adding internal transfer payments and/or credits as well as write offs and payments from collection agency

2. REPORTING AND ANALYTICS. Must be able to provide:

2.1. Reporting of revenue for all streams such as membership, programs, personal training and all add-ons (lockers, parking cards, etc)

2.2. Detailed Check-in Reports to include: date, time, demographic, average check-ins per month, busiest days and times, who is coming in during certain times

2.3. Member Registration Reports to include number of current active members and demographics, number of cancellations/holds, number of renewals, type of member for example Short-term/long-term. Reports based on registration/activation date and net members

2.4. Billing reports to include declined card and detailed transaction summaries.

2.5. Reports must be customizable.

2.6. Must be able to run aging reports by membership type, payment method and add-on

2.7. Must include daily transaction summary reports

2.8. Must include reports on payment type

2.9. Must include package sales reports

2.9.1. Aging Report showing 30, 60, and 90 days past due

3. GENERAL Must be able to provide:

3.1. The ability to upload and remove specific student accounts to software by the user.

3.1.1. Membership renewal and expiration notifications

3.1.1.1. Members get automatic emails when their membership and add-ons like personal training, lockers, and parking are about to expire.

3.1.1.2. Members can renew their membership and add-on services through member portal and/or online.

3.1.2. Members always have access to all their signed contracts either by follow up email or though the member portal and/or online.

3.1.3. Features for contact management for lead and members

3.1.3.1. Ability to determine when members or leads have participated in activities provided by facility.

3.1.4. Member engagement tracking

3.1.5. Equipment Checkout features

3.1.5.1. Issue tracking and resolution, such as which staff member sold items or entered transactions.

3.1.5.2. Ability to determine when, where, and by who items were sold.

3.1.6. Mobile App with member account accessibility

3.1.7. Automatic CRM (Customer Relationship Management)

3.1.7.1. Ability of facility to schedule automatic emails for marketing, reminders, etc.

3.1.8. Delinquents follow up for payment processing

3.1.8.1. Recurrent contact via email/phone for delinquent follow-up

3.1.9. Communication tools including email and text notifications

3.1.10. Fully PCI Compliant for Credit Card Transactions using First Data Merchant Services.

3.1.11. Process Credit Card Payments, Bank Drafts, and Point of Sales through the supplier’s cloud-based operating system

3.1.12. Assess special fees for late payments and holds, etc.

3.1.13. Follow MUSC Wellness Center member contract, refund, holds, and cancellation policies

3.1.14. Personal Health Information (PHI) of Members Secure from Cyber Attacks and Restricted Based on Employee Security Role; HIPPA Compliant for PHI data; and FERPA compliant for active Student Enrollment data

4. Program/Package Management

4.1. Program Participation

4.1.1. Ability of users to purchase personal training and fee-based programming.

4.2. View group exercise schedule, register for class, set parameters for classes such as class size/when people register, etc., allow uses to drop classes in advances

4.3. Class and Program Capacity features with wait-list feature

4.4. Schedule

4.4.1. Ability of users to see group exercise schedules, personal training schedules, and users to be able to register for personal trainers and group exercise and cancel with set parameters by the facility.

4.4.2. Ability of member to confirm they attended and completed a personal training session with a trainer.

4.4.3. Ability for members to view and sign Contracts/Waivers/Member Documents with in the system, viewable access to users with tracking features to alert management when documents signatures are missing or need to be updated.

5. Optional Features

5.1. Allow users to be added to wait-list when class is full, and be automatically added and notified when people drop class

5.2. Ability of users to see personal training schedules.

5.3. Ability to determine when pieces of equipment are checked out and returned by user.

5.4. KPI Monitoring which includes: (1) Revenue per Member, (2) Average Class Participant by Fitness Instructor, (3) Member Retention Rate, (4) Average Membership Lifespan (5) Average Daily Attendance/Check-ins and Peak Times, (6) Revenue per Session/Program, (7) (8) Revenue Growth Overtime by Revenue Type, (9) Personal Trainer Sales and Redemption of Training Packages, (10) Member profile data, (11) Prospective member conversion rate, (12) Number of Contracts signed per month, quarter, year, (13) Member Cancellations and Trends, (14) Sales team follow ups completed, (15) Appointments scheduled, (16) Appointment Shows and No Shows, (17) Track Daily Sales by Staff Member

5.5. Find transactions based on credit card number

5.6. Members can cancel or place their membership on hold through the member portal or online form.

5.7. Online Membership/Guest Registration with the ability to register membership online or purchase multiple guest pass

INFORMATION FOR OFFERORS TO SUBMIT

Executive Overview: Offeror's proposal must include an overview/summary description of its proposed solution and an explanation demonstrating the Offeror's understanding of the needs expressed in this solicitation and how its proposed solution will satisfy the needs of MUSC.

Data Security and Compliance – Provide an overview of Cyber Security/IT Risk Assessment, FERPA for Active Student Enrollment, PCI compliant for Credit Card Processing, Compliant with Merchant Providers and Banking Restrictions Technical Support and Training: Provide an overview of your support package and initial and on-going training. Offeror to describe member customer support services, if any, concerning payment issues (charge backs, overdrafts), renewals, cancellations, and holds.

Disengagement: Provide a description of the end of contract including transfer of data and assistance with transitions.

Experience and Qualifications Organization background and overview. Offeror shall provide the following background information pertaining to Offerors’ firm:

a. A brief history and overview of Offerors’ company.

b. A list of names, titles, and qualifications of key personnel who will be assigned to this project including years of service for each position.

c. A description of Offerors’ qualifications to provide the services. (See Section V. Qualifications.)

d. Background in similar operations. Offeror shall submit a general description of Offerors’ background and experience with contracts similar to the size and scope of this project and of the University as follows:

a. Provide a complete listing of all current government contracts that are similar in nature to the contract requirements of the University that are provided by Offeror. It is preferred that any/all South Carolina universities system partners or other four (4) year universities be included in this list.

Offeror shall submit a minimum of three (3) references of current or past clients, including the name, address, telephone number and e-mail address of the appropriate contact. The University reserves the right to contact any, all, or none of the references provided pursuant to this section Payment: Provide implementation and all monthly fees Service Agreement: Please include sample service agreement image1.png