Request for Bid Proposal gc1402

COST PROPOSAL

Initial purchases—software, analysis, consulting, etc.

Software licensing—system(s), server, clients, databases, tools, utilities, etc.

Optional software licensing

Hardware costs—servers, infrastructure, etc.

Other costs—licensing, start up, one time, etc.

Design services—discovery, planning, data migration

Implementation services—software, hardware, consulting, etc.

Annual maintenance/licensing fees—software, support, consulting, etc.

Consulting services

Training

Maintenance

Post-installation fees—consulting, administrative services, training, technical support, etc.

Pricing Details

Garrett College requires that the cost proposal provide:

Details on financing options as provided by the bidding organization, including discounts for multi-year agreements

Details on solution deposit, including deposit terms

Solution payment schedule, including payment terms

Yearly maintenance Fee Schedule for a minimum of five (5) years after date of contract

Sample contracts

Garrett College requires that each cost proposal constitutes the vendor’s best-negotiable offer based on the information and requirements provided by the RFP.

Cost Itemization

Garrett College requests the cost itemization for College Financials, Student Information System, Alumni & Advancement Development, Web-Based Access, Reporting, Document Imaging/Workflow, and Database Platform with DBMS Integration, including the:

Cost for software (including all applicable licensing costs)

Cost of implementation

Cost of required hardware

Estimated cost per user—in person-hours, to establish requirements and workflows

Estimated cost per user to attend vendor-provided training sessions

Vendor recommendations on user staffing to utilize the module(s)

Vendor recommendations on IT staffing to support and maintain the module(s)

Vendor recommendations on consultant services, including cost

Yearly cost of maintenance and support

Vendor Qualifications & References

Qualifications

Garrett College requests the vendor provide sufficient and detailed information regarding the vendor’s qualifications, including explanations from the vendor regarding its:

Experience with comparable institutions (size and complexity)

Long-term growth

Dedication to quality and client satisfaction

Client retention rate

Commitment to higher education

Potential for growth

Support provided, in terms of software, hardware, training, documentation, transition planning, and installation

References

Garrett College requests the vendor provide detailed references from at least three (3) current clients including information listed in the Qualifications section above.

APPENDIX A: College Financials Functional Requirements

The objectives of the College Financials component are to provide an integrated EIS environment for all College financial functions. This includes tools for operational management of budgeting, general ledger, purchasing and accounts payable, human resources, payroll, facilities resources and planning, and assets. These tools should be intuitive web-based tools for access to the EIS solution, tools for integrated reporting and accessibility, and integration with a document imaging/workflow solution.

General Features

ID	Required Functionality	Code	Code Explanation
A-001	Does the solution operate as a fully integrated financials system?
A-002	Does the solution fully integrate with student information system solutions (same vendor)?
A-003	Does the solution fully integrate with student information system solutions (third party)?
A-004	Does the solution fully integrate with web-based portal technologies (same vendor)?
A-005	Does the solution fully integrate with web-based portal technologies (third party vendor)?
A-006	If the solution integrates with portal technologies:
A-007	Does the portal provide the ability to access EIS information, notifications, approvals, workflows, and Employee Self-Service?
A-008	Does the portal provide the ability to manage EIS information, notifications, approvals, workflows, and Employee Self-Service?
A-009	Does the portal provide the ability to define EIS information, notifications, approvals, workflows, and Employee Self-Service?
A-010	Does the solution offer intuitive linking of information, allowing users to “drill down” to detailed data?
A-011	If so, does this include source documents?
A-012	Does the solution offer the ability to add and customize fields without modifying underlying application code?
ID	Required Functionality	Code	Code Explanation
A-013	Does the solution provide intuitive “shortcut” methods to speed user-system interaction?
A-014	If so, are shortcut keystrokes available?
A-015	If so, are user-definable Macros available?
A-016	If so, are workflow Macros available?
A-017	If so, are user-definable custom menus available?
A-018	Does the solution offer a comprehensive system for detecting and preventing the creation of duplicate records?
A-019	Does the solution offer a comprehensive system for locating records and searching for information?
A-020	If so, does the solution offer intuitive tools to track changes to records such as user/vendor name changes?
A-021	Does the solution allow users to access multiple instances of any given system?
A-022	Does the solution provide access more than one system simultaneously on a single display/monitor?
A-023	Does the solution provide access more than one instance of a single system on a single display/monitor?
A-024	Does the solution provide simultaneously access to view and manipulate multiple records within a single system?
A-025	Does the solution offer date-driven, action/event-driven, and user-based logging?
A-026	If so, are features available that allow the creation of environment checkpoints and environment rollbacks?
A-027	Does the solution provide built-in help resources and user manuals?
A-028	If so, does the solution provide the ability to dynamically generate these resources and update via workflows established within the solution?
A-029	If so, does the solution provide the ability to dynamically generate and update via configurations established within the solution?
ID	Required Functionality	Code	Code Explanation
A-030	If so, in what format are these resources (text, video, audio, etc.)?
A-031	If so, is there an online knowledge base maintained by the vendor to which users have access?
A-032	Does the solution provide built-in process documentation tools?
A-033	If so, do these tools generate documentation dynamically based upon workflows established within the solution?
A-034	If so, do these tools generate documentation dynamically based upon configurations established within the solution?
A-035	If so, in what format are these resources (text, video, audio, etc.)?
A-036	If so, is there an online knowledge base maintained by the vendor to which users have access?
A-037	Does the solution provide a built-in, solution-wide document imaging/workflow system?
A-038	Does the solution provide solution-wide methods to integrate systems with third party document imaging/workflow systems?
A-039	If so, which document imaging/workflow systems?

Asset Management

ID	Required Functionality	Code	Code Explanation
A-040	Does the solution provide tools for asset management?
A-041	If so, do these tools integrate with and provide automatic transfer from the accounts payable system?
A-042	Does the solution allow management of fixed and capital assets?
A-043	Does the solution allow management of receiving operations?
A-044	Does the solution allow management of deployment operations?
ID	Required Functionality	Code	Code Explanation
A-045	Does the solution provide tools to track the management and servicing of assets?
A-460	Does the solution allow management of obsolescence and disposal of assets?
A-047	Does the solution offer financial reporting integration, including multiple depreciation formulas?
A-048	Does the solution provide tools to track contracts and leases?
A-049	Does the solution offer inventory tracking tools such as asset tagging, bar coding, and RFID?
A-050	Does the solution integrate with third party inventory tracking tools?
A-051	If so, which ones?

Budgeting

ID	Required Functionality	Code	Code Explanation
A-052	Does the solution provide budgeting workflow management, including electronic approvals for budget planning?
A-053	Does the solution allow for multiple instances of open budgets?
A-054	If so, does the solution provide change tracking between instances?
A-055	Does the solution allow for multiple instances of budgets in planning (department, finance, President, Board-approved)?
A-056	If so, does each instance allow for access based on user roles?
A-057	If so, does each instance allow for access based on user permissions?

ID	Required Functionality	Code	Code Explanation
A-058	If so, does the solution provide “budget roll up” functionality?
A-059	Does the solution provide the ability to copy the current (open) budget to the next year (with or without budget adjustments)?
A-060	Does the solution provide support for budget changes within a current (open) year?
A-061	If so, does the solution provide support for workflow budget changes including approval queues?
A-062	Does the solution allow the export of budget data to Microsoft Excel and/or other file formats?
A-063	If so, please specify formats supported.
A-064	Does the solution provide access to view the budget through web-based tools?
A-065	Does the solution provide access to modify the budget through web-based tools?
A-066	Are budget managers able to draft budgets within the system?
A-067	If so, is access available through web-based tools? If not, describe access to draft budgets.
A-068	Are budget managers able to access and review accounts using web-based tools?
A-069	Does the solution allow the ability to indicate inactive accounts from a prior year?
A-070	If so, are inactive accounts inaccessible for use unless re-activated?
A-071	Does the solution integrate with HR/Payroll systems to allow for budgeting of filled and unfilled positions? If so, which HR/Payroll systems?

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