Pueblo Community College
Request for Bid, Project Number: PCC Bid 1407
Bookstore POS System
Background
Pueblo Community College is a State of Colorado owned educational facility that awards two-year
associate degrees and certificates for various academic, trade, and vocational programs. PCC’s main
campus, the Orman Campus, is located in Pueblo, Colorado. PCC also operates three other campuses
across southern Colorado: the Fremont Campus in Canon City, the Southwest Community College East
Campus in Durango, and the Southwest Community College West Campus in Mancos.
Each campus operates a Bookstore which varies in number of transactions, cash flow, and inventory.
All of the PCC campus Bookstores took in over three million dollars last year. The below table outlines
the volume of sales transacted at each campus:
Pueblo
Fremont
Durango
Mancos
No. of
Transactions
29876
3527
2483
17123
Total income from external
sales
$2.7 million
$380,000
$236,000
$168,000
Total income from internal PCC
sales
$80,000
$7,000
$1,000
$9,000
These sales are predominantly for text and course books which are paid for by third-party financial aid
funds. The bookstores also keep in stock student and office supplies, apparel, gift items, snacks, and
general merchandise. The amounts shown above for the external sales reflect student and public
transactions. As stated, the student charges are predominately paid for by charging a student account at
the register. The remainder of sales are by cash, check, and/or credit card. The sums shown for internal
PCC sales reflect inter-departmental transactions for goods that are automatically charged to a PCC
department’s account at the register.
Statement of Need
Pueblo Community college is seeking bids for an electronic point of sale system and related accounting
software. The system must be flexible to allow for changes in inventory and register locations. Also, the
possibility of adding registers at other various locations across our campuses to allow for standardized
cash and monetary transactions will be considered. Beyond these points, the system must be able to
complete the following:
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The POS system must be able to interface with Ellucian/Banner ERP systems. This is the
primary system Pueblo Community College and its campuses utilize for all fiscal and student
relations. The POS system must be able to interface and upload information to Banner.
The POS system must be able to transfer student, inter-departmental, and third-party charges
from the Bookstore to Banner.
The POS system must be able to link the main Orman Campus Bookstore with the other
campus Bookstores across southern Colorado.
The POS system must be able to transfer inventory and information between all of PCC’s
campuses.
The POS system must allow for multiple users, easy log-in and the ability to change users
quickly.
The POS system must be able to scan all types of codes.
The POS system must be able to read magnetic strips and provide real-time credit card
processing while maintaining PCI compliance and encryption.
The POS system must be able to support the installation of registers and other support
abilities at locations on campus which are not Bookstore affiliated but which transact cash,
checks, and credit cards for services rendered to students and the public. These locations have
very limited inventories, but the POS system must be able to record all transactions and
provide the data to the Banner ERP system while maintaining that the transactions are kept
separate from Bookstore and other related activity.
The POS system must support on-line adoption, manage book rentals, allow for multi-store
configurations, and allow for mobile applications.
Qualifications
Pueblo Community College is seeking qualified and experienced vendors that can design, implement, and
provide hardware, software, and ongoing support of a point of sale system.
Qualified suppliers may provide bids describing the company, products, and services being offered. PCC
is requesting bids on the type of system suggested, how it operates, what hardware and software will be
utilized, the cost of the system, and how these systems are usually installed and implemented. Also, bid
information in regards to the ongoing support and Banner compatibility are desired as well as the how the
system can meet the mandatory criteria stated above. Also, Web/e-commerce transaction functionality,
accounting and general ledger functionality, and any other features the supplier may deem as important or
of interest will be considered.
Pueblo Community College is a facility that is flexible as far as technology and communication needs
arise. Please include the communication and network requirements of any system.
Bid Information
Pueblo Community college and its satellite campuses require a Point of Sale System for its Bookstores.
The College will be installing an entirely new system which does not require any compatibility with an
existing POS system; however, the College and it’s Satellites do require that the system be compatible
and integrate with an Ellucian Banner financial system, and that the POS system include: 3 or 5 year book
buy back contract and software, credit card software and integration, installation of the system at all
required locations, insurance, training, first year annual maintenance, support services and discounts, and
the following bookstore hardware:
Cash Registers, Bar Code Printers, Bar Code Scanners , Back Office Licenses, etc.
Pueblo Community College also requests bids for cash handling systems for departments that are not
affiliated with the bookstore. These locations do not include extensive inventories and simply accept cash,
checks, and credit cards for services that are provided across the Campuses. These locations require a
simple method of transaction documentation, receipt production, and an accounting method which
separates these transactions away from Bookstore activity and will record the transaction into the Banner
system.
Also, please include pricing and information on Mobile POS hardware and the non-Bookstore solutions
as stated.
For questions or information regarding general system requirements, bid requirements, or submission
guidelines, please contact:
Edmond Iniguez
Director of Purchasing,
Pueblo Community College
Office: 719-549-3206
E-Mail: Edmond.iniguez@pueblocc.edu
Pertinent questions and answers that are deemed to be of great importance will be published on the
Colorado BIDS website as a part of this request for bids no later than October 1, 2013.
All other information regarding this request for bids will be published on the Colorado BIDS website.
This is a complete bid. No partial submissions will be considered.
This bid will be awarded as an entire award. No partial awards will be made.
Bid Requirements
For the purposes of this bid, Pueblo Community College requires that all prospective bidders must
complete a PCC Bid 1407 Form in its entirety and answer all questions in the PCC Bid 1407
Questionnaire. The bidder may also include other supporting documents as desired.
The PCC Bid 1407 Pricing Guide is included to serve as an outline for the supplier of the minimum
information desired on any aspect of the POS system. Detailed information in regards to pricing,
hardware makes and models, configurations, etc. may be included (and their inclusion is encouraged);
however, it is requested that pricing information follow the general format suggested.
The PCC Bid 1407 Questionnaire requests information as it pertains to the requirements of the POS
system as stated above. Please complete all items and carefully document information as it is requested.
As stated, additional support documentation may be included by the bidder, but it must not replace or
supersede the completion of the PCC Bid 1407 Questionnaire. Answers to the questions should be
submitted on separate sheets, but please include the questionnaire along with the completed PCC Bid
1407 Form.
An award shall be made to the supplier who best fulfills the required criteria as well as offers for a
system with the greatest relative value. For fairness in evaluation of bids, Pueblo Community
College asks submitters to be as thorough and detailed as possible.
A complete W-9 must accompany the PCC Bid 1407 Form, Questionnaire, and Pricing.
By submitting a bid, the supplier agrees to the Terms and Conditions and Special Provisions of the State
of Colorado.
Bid Submission
The deadline for submission of bids is: October 18, 2013, 5:00 pm.
Bids may be submitted by U.S. Postal Service, UPS, FedEx, or other carrier or in person before the
required submission deadline. Faxed, electronic, or e-mailed bids will not be accepted.
Bids may be submitted by delivery to:
Pueblo Community College
Purchasing Office, CA-109
900 W. Orman Ave.
Pueblo, Colorado 81004
Please make certain that a complete PCC Bid 1407 Form, PCC Bid 1407 Questionnaire, Pricing Guide,
and W-9 are included as well as any other support documents a bidder deems as helpful!
Bid Evaluation
Because of the unique circumstances regarding Pueblo Community College’s need for a Point of Sale
system, evaluation of bids and the final award will be determined along the following points:
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Banner integration, connectivity, and communicability.
History the offering firm has had in integrating with Banner educational/financial systems.
Functionality of POS system relating to third-party, financial aid, and inter-departmental charges,
usability, user-access, multi-store integration and set-up, etc.
Overall viability and stability of offering firm.
Quality of software and price.
Quality of hardware and price.
POS commerce services.
POS support services.
Training services.