March 4, 2024

UW-La Crosse

RFI # UWL-2404

Off-the-Shelf Software (SaaS) PeopleSoft Mobile User Interface Request for Information (RFI) and Quote

Issued: Friday, March 4, 2024

Responses Due: Fridy, March 29, 2024, 1:00 PM CT

· This is not a bid or proposal.

· This Request for Information (RFI) is issued solely for information and planning purposes only and does not constitute a solicitation.

· Responses to the RFI will not be returned.

· Responses to this RFI are not an offer and cannot be accepted by the State to form a binding contract.

Questions concerning this RFI should be directed via email to:

Kurtis Bock Business Services – Procurement and Contracts Administration University of Wisconsin–La Crosse Email: kbock@uwlax.edu

Table of Contents

1. Purpose of the Request for Information

The University of Wisconsin – La Crosse (“UWL” or “University”), Information Technical Services as represented by Business Services – Procurement and Contracts Administration (“Business Services”), is releasing this Request for Information (“RFI”) to solicit responses for an Off-the-Shelf Software (SaaS) PeopleSoft mobile user interface that will integrate with existing student facing applications.

Business Services is seeking information on product offerings regarding a SaaS PeopleSoft mobile user interface, including the following:

· Company Information

· Technical Information

· System Management and Administration

· Supplier Experience

· Implementation Process

· Reporting Generation

· Product Terms and Licensing Options

The main purpose of the RFI is to obtain current, detailed information regarding SaaS PeopleSoft mobile user interface options to interface with UWL’s existing applications and allow for applications administrators and students to easily access account information and conduct look ups and other transactions.

The information gained from this RFI may be used in the development of a competitive procurement, leading to the selection of a SaaS PeopleSoft mobile user interface. The RFI may also only be used for informational purposes.

Alternatively, if suppliers responding to this RFI hold competitively awarded contracts with consortium groups or other states, the information gained from this RFI may be used to select a supplier from which to purchase a SaaS PeopleSoft mobile user interface from an eligible contract. The University will determine how the results of this RFI will be used based on its best interests, for which it is the sole determinant.

Vendors who submit responses may be invited to provide an onsite product demonstration.

2. Submitting a Response

Please limit your response to answers to the questions in Section 4 and any additional material necessary to understand the response. The University is not interested in receiving promotional or advertising material; such materials will not be reviewed or considered. Respondents are solely responsible for all expenses associated with responding to this RFI.

Responses should be typed and submitted using 8.5 by 11-inch paper, with standard margins, and organized in order by the number of the questions listed in Section 4 of this RFI. In addition to your response to the questions as noted above, include any additional information which will be essential to an understanding of your response.

Respondents must submit:

1. One (1) original response as a Word document or PDF, and:

2. Responses are to be submitted through https://shopuwplus.wisc.edu/supplier-resources/. Alternatively, responses may be submitted via email at procurement@uwlax.edu. In the subject line reference RFI UWL-2402.

The responses to the requested information should be returned to the following address no later than Friday, March 29, 2024, 2:00 PM CT.

The University is not responsible for responses that do not reach Business Services by the required due date and time.

3. Background

UWL is seeking information on a SaaS PeopleSoft mobile user interface. The information provided should cover an entity’s experience in implementing and supporting the application.

The University currently uses Canvas, Transact, PeopleSoft, StarRez that allow students the ability to view and/or conduct transactions such as:

· Make payments and/or add funds.

· View account balance(s).

· View class schedule.

· other.

4. Product and Company Questions

Company Information

1. Introduce your organization (e.g., parent, age, size, number of customers, offices, number of employees, etc.) Please include ownership structure.

2. Identify contact name(s) and information for questions concerning information presented in the RFI Response.

3. List any relevant websites for your company and its offerings.

4. Describe your product and services strategies, including markets served. Include information regarding any strategic partnerships or alliances with other technology or service vendors.

5. Identify customers of your solution, similar to the one we are seeking, that are willing to serve as a reference. We are especially interested in state governments.

6. Explain how your company and solution would help UWL calculate Return on Investment.

Technical Information

1. Provide a product profile for your recommended product including the following:

a. Product names.

b. Product description and capabilities.

c. Number, size, and scope of colleges/universities who own/use your product.

d. Product maintenance cycles for this product. For example, how often is the software updated? How will the software updates be delivered? How would UWL be notified? What is the lead time for notification?

e. Product suite offerings and whether those offerings are offered “A la carte” or as a complete package.

2. Provide technical specifications for your software products and services.

3. List any other software that is required to use your system (i.e., web browsers, browser plug-ins, system extensions, databases, third party software, etc.)

4. Describe how data shall be secured. Include how data shall be securely transmitted between UWL and vendors, how the data shall be secured while offsite, how access to the data shall be controlled, and ultimately, how the offsite data shall be securely destroyed when use is completed.

5. Explain the levels of security for debit/credit card encryption your system is capable of managing.

6. Please provide any procedures, timelines and escalation for system outages, user questions or issues, and disruption including how all users of the system will be notified of system outages and expected length of time to repair.

7. Clearly specify any other vendor products with which your solution(s) can integrate.

8. Describe your licensing structure and limits.

System Management and Administration

1. Describe any integrations with a network for single sign on/identity management providers and give examples of other college/university you do this with (if any).

2. Describe what responsibilities IT or the department will have as system administrator, including but not limited to:

a. Include all configuration options.

b. Setting roles and responsibilities to users.

c. Report generation.

d. Setting up user by department, college, etc.

e. Access to troubleshoot user order problems.

f. Create specific views for users.

3. Describe the ability to register devices.

4. Describe the various roles and permissions that can be given to users in your system.

5. Describe what areas of the system are customizable and by whom.

6. Describe what training and resources would be available to UWL, both during the initial implementation and ongoing training.

USER INTERFACE

1. Describe the mobile interface and the user’s experience.

2. Describe the mobile application’s ability to allow users to:

a. Ability to register for courses

b. Ability to provide delegated access to other individuals

c. Access other applications (e.g., Transact, Canvas, etc.).

d. Create/manipulate/view checklists.

e. Ability to view/update/change user’s data.

f. Ability to view archived messages.

g. Ability to view/accept/decline data (i.e., financial aid rewards, account balance(s), etc.)

h. Access customized screens and processes

i. Ability to view degree audit report

j. Ability to view/edit a degree plan

3. Describe what educational resources would be provided for training end-users.

Implementation Process

1. Describe what resources would be provided by your firm, and what resources would be required from the University, to implement the application.

4. Describe the process and methodology your company uses when implementing a system.

5. Describe what educational resources would be provided for training end-users.

6. Describe ability to sync data from other applications (i.e., Transact, etc.) for example: account balance(s).

7. Describe ability to sync data from other applications (i.e., Transact, etc.) for example: status of refunds.

Report Generation

1. Describe what system usage reports (number of users, etc.) are available and their functionality.

2. Describe the level of customization available for reports.

3. Describe which roles can run in each report and what types of data/reports each department can see and what can’t be seen.

4. Identify any scheduling and delivery options for reports.

5. Identify the dashboard capabilities of the system.

6. Describe what extracts are available from the system and any data feeds that can be established.

7. Describe if and how your system can interface with Oracle PeopleSoft or what other applications your application can interface with.

End User Guide and Configuration Guide

Provide your End User Guide and Configuration Guide as part of your response package to help us understand your product offering.

Product Terms and Conditions

Provide editable versions of all licensing and contract terms and conditions you would expect a customer to agree to if a purchase were made.

Pricing and Licensing Structure

Please respond with estimated pricing for your products and services, including information on each platform/version of your software that is currently available or due for release within the next six months. These figures will be used to analyze general pricing strategies and will not necessarily reflect UWL’s requirements since they are yet to be determined.

1. Provide product license and pricing structure information, including each type of licensing available and the benefit of choosing a particular licensing and pricing structure.

2. What are the costs associated with software licensing? Please separate any system vs. user license costs.

3. What volume/quantity/size discounts are available?

4. What are the costs associated with maintenance/support?

5. What are the costs for implementation services?

6. Describe any potential limits on number of users available to UWL.

7. What are the costs associated with any available training?

8. Provide details on whether changes made to the system, configuration, or policy are allowed on an unlimited basis, and at the discretion of the customer and whether there is an additional charge for those changes.

RFI UWL-2402

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