Solicitation Number
Date Issued
Date Printed
Procurement Officer
Phone
E-Mail Address
Request for Proposal
Amendment 1
110314-208-68002-12/05/14
11/18/14
11/18/14
Jeff O’Dell
843 574-6205
Jeff.o’dell@tridenttech.edu
DESCRIPTION: Cloud-Based Enrollment Management System
The Term "Offer" Means Your "Bid" or "Proposal".
SUBMIT OFFER BY (Opening Date/Time):
12/05/14 10:00 AM EST
QUESTIONS MUST BE RECEIVED BY:
Deadline Expired
See "Deadline For Submission Of Offer" provision
See "Questions From Offerors" provision
NUMBER OF COPIES TO BE SUBMITTED: 1 original & 7 printed copies, 1 electronic copy on CD or flash drive,
and 1 redacted electronic copy on CD or flash drive.
Offers must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior.
SUBMIT YOUR SEALED OFFER TO EITHER OF THE FOLLOWING ADDRESSES:
MAILING ADDRESS:
Trident Technical College
Procurement Office
PO Box 118067
Charleston, SC 29423
PHYSICAL ADDRESS:
Trident Technical College
Procurement Office
Building 940, Suite G
2050 Mabeline Rd. N. Chas SC 29406
ALL MAIL IS PICKED UP FROM THE US POSTAL SERVICE ONCE DAILY AT AROUND 8:00 A.M.
(EXCLUDING WEEKENDS AND HOLIDAYS).
See "Submitting Your Offer" provision
CONFERENCE TYPE: None Scheduled
DATE & TIME:
LOCATION: N/A
As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions
AWARD &
AMENDMENTS
Award will be posted at the Physical Address stated above on 02/16/15. The award, this solicitation, and any
amendments will be posted at the following web address: www.tridenttech.edu
You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by
the terms of the Solicitation. You agree to hold Your Offer open for a minimum of sixty (60) calendar days after the
Opening Date.
NAME OF OFFEROR
(Full legal name of business submitting the offer)
OFFEROR'S TYPE OF ENTITY:
(Check one)
□ Sole Proprietorship
□ Partnership
AUTHORIZED SIGNATURE
(Person signing must be authorized to submit binding offer to enter contract on behalf of Offeror named above.)
TITLE
(Business title of person signing above)
□ Corporation (tax-exempt)
□ Corporate entity (not tax-exempt)
□ Government entity (federal, state, or local)
PRINTED NAME
(Printed name of person signing above)
DATE SIGNED
□ Other _________________________
(See "Signing Your Offer" provision.)
Instructions regarding Offeror's name: Any award issued will be issued to, and the contract will be formed with, the entity
identified as the offeror above. An offer may be submitted by only one legal entity. 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.
STATE OF INCORPORATION
(If offeror is a corporation, identify the state of Incorporation.)
TAXPAYER IDENTIFICATION NO.
(See "Taxpayer Identification Number" provision)
COVER PAGE MMO (JAN. 2006)
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 and contract
related notices should be sent.) (See "Notice" clause)
_________________________________________________
Area Code - Number - Extension
Facsimile
_________________________________________________
E-mail Address
PAYMENT ADDRESS (Address to which payments will be sent.)
ORDER ADDRESS (Address to which purchase orders will be sent)
(See "Payment" clause)
(See "Purchase Orders and "Contract Documents" clauses)
____Payment Address same as Home Office Address
____Payment Address same as Notice Address (check only one)
____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)
Amendment No.
Amendment Issue
Date
DISCOUNT FOR
PROMPT PAYMENT
Amendment No.
10 Calendar Days (%)
Amendment Issue
Date
Amendment No.
20 Calendar Days (%)
(See "Discount for Prompt
Payment" clause)
PAGE TWO (SEP 2009)
End of PAGE TWO
Amendment Issue
Date
Amendment No.
30 Calendar Days (%)
Amendment Issue
Date
_____Calendar Days (%)
AMENDMENTS TO SOLICITATION: (a) The Solicitation may be amended at any time prior to opening. All
actual and prospective Offerors should monitor the following web site for the issuance of Amendments:
http://www.tridenttech.edu/procurement.htm (b) Offerors shall acknowledge receipt of any amendment to this
solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in
the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some
way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions
which are not modified remain unchanged. Failure of your acknowledgement to be received at the issuing office
prior to date and time specified may result in rejection of your offer.
Except as provided herein all terms and conditions of the document referenced as heretofore changed remain
unchanged and in full force and effect.
Solicitation No. 110314-208-68002-12/05/14
Title: Cloud-Based Enrollment Management System
Is hereby amended as follows:
Following is the compilation of questions submitted by the deadline date and time for questions (November 14,
2014 10:00 AM EST), followed by answers to the submitted questions.
Question 1:
Regarding the College’s stated desired budget and contract period on page 4 of the RFP, will the
College please confirm whether the desired cost range is the maximum allotted for this
procurement?
Answer 1:
The College is seeking a Cloud-Based Enrollment Management System solution that meets the
requirement of this RFP, within the stated desired budget range. The College may or may not
select a solution that exceeds the desired budget range.
Question 2:
Is a 5-year contract period the maximum contract length sought by the College?
Answer 2:
The College is seeking a contract with an initial term of one year, with four one-year options to
renew. Any contract resulting from this RFP will expire no later than the last date stated on the
final statement of award.
Question 3:
Will the College accept lesser contract periods?
Answer 3:
The College is seeking a contract with an initial term of one year, with four one-year options to
renew. The College is not seeking a lesser contract period.
Question 4:
What is the preferred frequency of updates to 3rd party solutions? (e.g., real-time? batch process
daily? other?) (Lines 640 – 643)
Answer 4:
If the solution offers full integration with the current database, Colleague, then real-time updating
is preferred. If the solution does not fully integrate with Colleague then the frequency would be
dependent on the information being updated. Example: Student information, such as holds
would, would preferably be monthly. Financial information, revenue, would be monthly.
Question 5:
What are the other systems aside from Colleague with which you would like to integrate? (Lines
640 – 643)
Answer 5:
Integration with the College’s Content Management System, Cascade, is required. Integration
with Salesforce is desired.
Question 6:
What types of data will be integrated – student holds and financials are mentioned in the RFP –
will anything else be integrated? (Lines 640 – 643)
Answer 6:
If the solution offers full integration with the current database, Colleague, then all data would be
integrated with a push-pull integration. If the solution does not fully integrate with Colleague
then the pieces of data would be dependent on the level of integration and the level of manual
labor to update data. The minimum requirement would be student holds and financial
information.
Question 7:
Once a student starts the registration process, can they flow from the Continuing Education
Division website into the solution? (Lines 687 – 688)
Answer 7:
Yes. As long as this is a seamless transition, with the same look and feel, and carries over any
information the student may have selected in the website.
Question 8:
Are there any other known system with which the solution needs to integrate? (The requirement
indicates ‘including but not limited to’.) (Lines 756 – 757)
Answer 8:
The solution must be able to accept updates from Colleague for student holds and provide
financial information for updating into Colleague. The solution must work with Cascade to
provide a seamless transition from Continuing Education’s website to a location, which allows a
student to easily search for classes, register for courses, create a personalized user account, and
pay in an Amazon-like shopping environment.
Question 9:
What type of student account information in addition to holds do you wish to upload? Student
profile (contact and demographic) data? Other data? (Lines 771 – 772)
Answer 9:
CE intends to transfer the past two (2) years of student records from the current system into the
new system. These records will include contact information, demographics, class records, holds,
etc. However, all student behavioral holds will be uploaded into the new system.
Question 10:
What type of workflow processes do you wish to create? Please provide examples. (Line 798)
Answer 10:
Examples: Creating a new course, where the system flows through the process of in putting the
course information such as locations code, instruction method, price, AR code, Standard
Occupational Code (SOC), etc. Creating a new section, where the system flows through the
process of in putting information such as finding and booking a room, adding an instructor,
updating a price. A Registration Specialist creating a new student account, registering a student
for a course, and having the system produce a receipt. Producing a catalog from the system of
information of sections, descriptions, and dates.
Question 11:
Please provide information on what constitutes an official vs. unofficial transcript for TTC.
(Lines 809 and 866)
Answer 11:
Official and unofficial transcripts usually have a different layout dependent on if it is official or
unofficial. Official transcripts need to be able to print on the College’s official self-sealing
stationary.
Question 12:
Please confirm that ‘VA’ refers to Veterans Affairs. If it does not, please define ‘VA’. (Line 842)
Answer 12:
Yes, VA is referring to Veterans Affair students using their GI Bill benefits to pay for fees
related to taking classes with Continuing Education.
Question 13:
Please confirm what ‘roll’ means for this scenario. Does this mean a program crosses over a
traditional semester boundary? (Line 852)
Answer 13:
No. When we say “roll” we mean the ability to “copy” a section which has been offered
previously, with duplicate information such as: instructor teaching, room booked, times offered,
days of the week offered, price etc. so that there would be another section created without having
to go through the workflow to build a whole new section. Information would be able to be
updated such as start and end date.
Question 14:
What is the purpose/business case for the ‘dummy’ SSN? Are you asking for a unique 9 character
ID? (Line 867)
Answer 14:
For South Carolina State Reporting we just have a location listed at Social Security Number.
The number in that location, however, does not have to be the student’s real SSN. But the field
must be populated.
Question 15:
Does TTC have a preferred payment gateway/e-commerce vendor? (Lines 874 – 875)
Answer 15:
Yes. The College’s preferred e-commerce gateway is PayPal.
Question 16:
Please confirm where ‘Minority Participation’ (Lines 1048 – 1077), ‘Offshore Contracting’
(Lines 1080 – 1092), ‘Qualifications – Mandatory Minimum’ (Lines 1213 – 1228) should be
included in the response/proposal submission. (In the Technical Proposal as Line 1129 references
“requested information not included in 3.1”?)
Answer 16:
Include this information as indexed/response to Technical Proposal section 3.2.
CHANGE:
Award posting date listed on Cover Page No. 1 is changed from 02/16/14 to 02/16/15
CHANGE:
The following has been added to Functional Requirements: System Capability Worksheet, under the header
Functional, under the sub-header, Course Management: (see original solicitation document line number 840):
ADDED:
Does your solution allow for review of student courses under a “degree audit” type of review?
ADDED:
If a student is registered for a certificate program with ten (10) different courses under that certificate, can the
system perform a “degree audit” and see which of the ten (10) courses have been completed and which courses
still need to be taken?
CHANGE:
The Price-Business Proposal Price Sheet has been changed/replaced. The updated document is titled: PriceBusiness Proposal Price Sheet – Amendment 1, and is included below.
Price-Business Proposal Price Sheet - Amendment 1:
Cloud-based enrollment management software access and hosting. Provide total access and hosting
cost for 12-month period.
$
Implementation Costs:
Migration costs: (Cost associated with migrating all current records to proposed solution):
$
Travel-related expenses/costs for implementation services and migration services (NOT TO
EXCEED):
$
NOTE: Offeror must include all costs for travel expenses associated with the Implementation and
Migration services, and must provide an actual dollar amount. Incomplete information such as “to
be determined”, or any information provided other than an actual dollar amount will not be
considered acceptable.
Annual Support for Year 1:
$
Training costs:
$
Travel-related expenses/costs for training services (NOT TO EXCEED):
$
NOTE: Offeror must include all costs for travel expenses associated with the training services, and
must provide an actual dollar amount. Incomplete information such as “to be determined”, or any
information provided other than an actual dollar amount will not be considered acceptable.
Ancillary costs, for Year 1. Detail the specific costs.
Total Cost: Initial Year:
$
Per year Annual cloud-based enrollment management software access and hosting cost, for Year 2:
$
Per year Annual Support, for Year 2:
$
Per year Ancillary costs, for Year 2: Detail the specific costs.
$
Total Cost: Year 2:
$
Per year Annual cloud-based enrollment management software access and hosting cost, for Year 3:
$
Per year Annual Support, for Year 3:
$
Per year Ancillary costs, for Year 3: Detail the specific costs.
$
Total Cost: Year 3:
$
Per year Annual cloud-based enrollment management software access and hosting cost, for Year 4:
$
Per year Annual Support, for Year 4:
$
Per year Ancillary costs, for Year 4: Detail the specific costs.
$
Total Cost: Year 4:
$
Per year Annual cloud-based enrollment management software access and hosting cost, for Year 5:
$
Per year Annual Support, for Year 5:
$
Per year Ancillary costs, for Year 5: Detail the specific costs.
$
Total Cost: Year 5:
$
GRAND TOTAL, YEARS 1 – 5: $__________________________________