Request for Bid Proposal gc1402

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Garrett College

Request for Bid Proposal GC1402

Enterprise Information System (EIS) Solution

May 30


Prepared by

Garrett College
687 Mosser Road, McHenry, MD 21541 | 307-387-3000

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Instructions to Prospective vendors

Garrett College, located in McHenry, Maryland, seeks a comprehensive, integrated Enterprise Information System (EIS) solution consisting of established feature sets, components, portals, and functions created specifically for the dedicated administration of institutions of higher education. Garrett College invites vendors and resellers, hereafter referred to as “vendors” to submit responses to this Request for Proposal (RFP) concerning software, hardware, support, and consultation services to complete this project.

Schedule of Events

Proposal release date

May 30, 2014 by 4:30 pm EST

Intent to bid due date

June 12, 2014 by 4:30 pm EST

Last date for vendor questions

June 20, 2014 by 4:30 pm EST

Proposal DUE time and date

July 21, 2014 by 4:30 pm EST

Bid applicants published date

July 22, 2014 by 4:30 pm EST

Oral and/or Written Presentations and Demonstrations

Starting August 4, 2014

Vendor Selection Target date

August 22, 2104 by 4:30 EST

Number of Proposal Copies

Quantity of printed copies requested

One (1)

Quantity of electronic copy requested

One (1)

Contact Information

Contact Name

Katie Graham

Contact Title

Executive Associate, Dean of Administration & Finance

Phone number


Fax number


Email address

Mailing Addresses

Address to mail completed printed proposal responses

Garrett College

EIS Search Committee

687 Mosser Road

McHenry, MD 21541

Address to email electronic proposal responses

Caution to vendors

Right to Reject

Garrett College reserves the right to reject any or all bids received in response to this RFP for one or more, but not limited to, the following reasons:

Failure of the vendor to submit the bid(s) on or before July 21, 2014 by 4:30 pm EST

Failure of the vendor to respond to a request for oral/written clarification, presentation, or demonstration

Failure to adequately provide thorough Code Explanations

Failure to complete all Cost Itemizations

Failure to supply appropriate vendor references

Financial Responsibility

Garrett College accepts no financial responsibility for any costs incurred by a vendor in either responding to this RFP, conducting/hosting meetings prior to the possible selection of a vendor, visiting Garrett College for meetings, discussions, and/or product explanations or demonstrations.

Confidential Information

Garrett College will hold proprietary information submitted as part of the responses confidential to the extent permitted under Maryland state law.

Payment and Invoice Provisions

Garrett College will consider all purchase options available. With the exception of any required deposits, the final payment will not be due until the hardware and software installation (as negotiated between Garrett College and the successful vendor) is complete.


This RFP does not commit Garrett College to award a contract, to pay costs incurred in the preparation of a bid in response to this request, or to procure a contract for services or supplies. Garrett College reserves the right to accept or reject, in part or in its entirety, any bid received in response to this RFP if it is in the best interest of Garrett College to do so.


Garrett College is located in western Maryland approximately 3 hours from Washington, DC and Baltimore, MD and approximately 2 hours from Pittsburgh, PA. Due to our rural location, postal carriers do not guarantee next day overnight services to our area.

Oral/Written Presentations & Demonstrations

Garrett College may request vendors to explain or to demonstrate the functions of the proposed hardware or software at Garrett College either in-person, in writing, or over the Internet. Garrett College will schedule the time and location of each presentation.

Proposal Evaluation

The objective of Garrett College is to ensure the selection of the most efficient software and hardware system that best meets the current and future needs of Garrett College. The Garrett College EIS Selection Committee will evaluated responses to this RFP based on the following criteria, not listed in order of importance:

Vendor Reliability: Evaluation of the vendor's experience with comparable institutions, long-term growth, and dedication to quality and client satisfaction

Commitment to Higher Education: Evaluation of the vendor's commitment to the higher education marketplace, including the vendor's client retention rate

Application Software: Evaluation of how well the proposed application system meets the total needs of Garrett College, as specified in the RFP

Hardware: Evaluation of the suitability of the hardware and its potential for growth.

System Software and Utilities: Evaluation of the operating system, the proposed database management system and associated tools for on-line queries, and ad hoc report generation

Vendor Support: Evaluation of the support the vendor will provide to Garrett College in terms of software, hardware, training, documentation, transition planning, and installation.

Cost: Evaluation of the total cost of the system, including hardware, software, installation, maintenance, and training

References: Evaluation of information received from other schools relative to the performance of the application software and the support received from the vendor

Definition of Terms

Garrett College has made every effort to ensure the use industry-accepted terminology in this RFP. Garrett College will attempt to clarify any associated questions in a timely manner.

Terms and Conditions

The successful vendor shall, at all times, observe and comply with Federal and State laws, local laws, ordinances, orders, and regulations existing at the time of, or enacted subsequent to, the execution of this contract which in any manner affect the completion of the work.

Functional Requirements Response Key

The functional requirements included with this proposal indicate the desired functionality of the application software. Vendor must answer each question by entering the appropriate response in the Response Code column. If additional explanation is requested or necessary, vendor may include the information immediately below the question.

Meet Code

Explanation of Meet Code


Yes, functionality currently available. Explanation required.


Functionality is partially available. Explanation required.


No, functionality is not currently available. Explanation optional.


User Tools provide this functionality. Immediately below the question, vendor must indicate the User Tool required. Explanation required.


Functionality available within the next 12 months. Explanation required, including scheduled release date.


Functionality available in a future release. Explanation required, including the scheduled release date.


Other reply not listed above. Explanation required.

Additional Information

All costs of bid preparation shall be borne by prospective vendors. All submitted bids will become the property of Garrett College. Garrett College reserves the right to reveal submitted bids after the vendor selection target date to State and Federal agencies. Garrett College will supply addenda and supplementary information sheets only to those prospective vendors who registered an intent to bid by the intent to bid due date.

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