1.3 [Department] Overview
1.4 University Computing Environment Overview
Review following section with Martin Timmerman and Bruce Campbell.
With computer security currently in the forefront, and the University of Waterloo running as
many computer systems as it does, it is imperative that any new service, system and application
integrate smoothly, and without exposing new risks into the computing environment. Every
client and department on campus has computing needs that are being met by a variety of systems
and services and are supported by an infrastructure that has evolved, to best meet all of their
needs. As a result, any upgrade or addition of systems or applications should not compromise
this existing model. This section exists to help better understand the Waterloo environment, and
to ensure that new software and hardware requirements are presented, to properly integrate into
the systems currently running at Waterloo.
The primary Academic Support Windows environment at Waterloo is based on Microsoft’s
Active Directory Service. Servers and workstations are running the operating systems and
service pack levels listed in the Section 6.2 Technical Requirements. Waterloo runs Symantec
Antivirus and utilizes Active Directory groups to keep resources limited to just those that need
them, whenever possible. Most software is kept current using remote installation and upgrade
procedures. This limits the time and reduces the support staff required to complete these tasks.
Waterloo encourages web-based applications whenever possible, reducing the requirement for
workstation software. All user level data is to be stored on central file servers, with application
level data stored on applications servers and within databases. Such data storage ensures a proper
backup architecture. Waterloo discourages terminal server or console access for anything other
than maintenance, upgrades or monitoring to all servers after the initial install.
Waterloo staff is available to assist in all phases of installation, integration and setup. The
Supplier is responsible for keeping the software current and responding to most support issues
unless otherwise negotiated.
10/100/1000 wired internet access is provided to all workstations and servers on campus. In
addition, most of our campus is covered with wireless access to the campus infrastructure.
SECTION 3.0:
EVALUATION AND AWARD
3.8 Evaluation criteria consist of the following items:
Requirements: x%
Fees and Costs: x%
Other Issues: x%
o
As per Section 6.0
As per Section 7.0
As per Section 8.0
In the event of a tie amongst bidders, the University of Waterloo will re-visit the subjective
portions of the bid (references, experience) in an effort to determine the best alternative.
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SECTION 5.0:
PROPOSED SCHEDULE
Our anticipated schedule for selection and implementation is as follows:
Selection Phase
[Insert closing date here]
RFP Responses from Suppliers
[insert date range here]
Initial Evaluation of RFP Responses
[insert date range here]
Demonstration/Presentation of short-listed suppliers at UW,
if required
[insert date here]
Final Selection
[insert date range here]
[Plan, design, build/configure, and test or other relevant
activities]
[insert date range here]
[Implement or other relevant activities]
6.1 Functional Requirements
[Two suggestions for format of functional requirements are suggested below.]
[Functional requirements - Format style 1]
Vendors should respond to all requirements by indicating their ability to satisfy the requirement
by placing an “X” in the “Y” or “N” column as appropriate. Indicating “Y” will mean that the
vendor can fully satisfy the requirement with existing functionality. The vendor should provide
supporting information in the “Description” column where appropriate.
The line numbers in the “#” column should not be changed in the RFP response.
Requirement
Y N
Description
#
General
1
2
Workflow
Interfaces
Data Access (Role Authorizations)
Training
Reporting
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Requirement
#
Y
N
Description
Other Features
[Functional requirements - Format style 2]
(H) – High priority
(M) – Medium priority
Functionality and Services
Please provide information regarding your ability to provide the following functionality and/or
services.
 [insert list of clear, concise functionality and/or service requirements. Remember these
requirements will be measured in your evaluation criteria for selection.]
Security/Privacy - Supplier
The University of Waterloo requires a high level of security. The proposal should indicate your
ability to satisfy the following needs:
 Must adhere to privacy practices in accordance with Canadian federal and provincial
legislation and the University of Waterloo’s Protection of Privacy and Freedom of
Information guidelines. (H)
 Secure Sockets Layer (SSL) data transmission over the internet (H)
 [ insert any other security/privacy requirements, or remove the above if not applicable]
Integration
The proposal should provide information regarding your ability to integrate with [insert any
integration requirements here]
Technical Support
The University requires a high level of technical support for [insert product/service here]. The
proposal should indicate your ability to satisfy the following needs.
 [include list of requirements in regards to vendor’s technical support]
Availability
The proposal should include information regarding the availability of the [insert product/service
here]. The University requires the following:
 [insert any availability requirements here]
Installation Support
Please provide information regarding your ability to provide the following services:
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
[insert any installation support requirements here]
6.2 Technical Requirements
[Contact Martin Timmerman (IST, CSS) for the latest Technical Requirements RFP write up.
Martin will indicate who needs to review the technical requirements in CSS, Bruce Campbell
will indicate who needs to review for network services]
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SECTION 8.0:
OTHER CRITERIA
The vendor will be evaluated using the following “other” criteria:
 Vendor’s experience in implementing and supporting the proposed system.
 The quality of the proposal and the degree to which it conforms to the required format.
 Feedback from references and others who have had experience with the proposed Ethics
software product and vendor.
 Vendor's general qualifications including such factors as organization size, time in business,
stability of the vendor and the vendor’s reputation.
 The results of any presentation/demonstration.
 The results of any site visit.
 The quality of training and support that will be provided by the vendor.
 The quality of the documentation for the Ethics software product.
 Future direction of vendor with respect to new technology, research and development.
 The quality and responsiveness of the implementation plan.
Please provide detailed responses to the requirements and information requests listed in this
section:
 Provide a business profile of the vendor in order to demonstrate the vendor's stability and
experience in the systems proposed, including a copy of the latest annual report/financial
statement.
 Provide at least three reference sites where the proposed software has been purchased and is
operational in an environment with similarities to the University of Waterloo. The
University’s preference for references which are Canadian, Higher Education institutions.
For each reference, vendors should provide: corporate or organization name and address;
contact person, title and phone number; a brief description of the software implementation
including a statement of how long the software has been in operation and its relative size.
These reference sites should be available for site visits as well as reference calls if desired.
 Provide information regarding available training and documentation.
 Provide information outlining the approach used by their implementation team to ensure a
successful system implementation.
 Provide a description of the standard implementation methodology.
 Provide a sample plan for a typical project.
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