Request for Proposal
Enterprise Resource Planning System:
Student Services
Student Financial Aid
Financial Services
Human Resources
NOTICE REQUESTING PROPOSALS
FOR AN ENTERPRISE RESOURCE PLANNING SYSTEM
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
PROJECT DESCRIPTION:
ERP SYSTEM
PROPOSAL NO:
1
LAST DATE/TIME FOR
SUBMITTAL OF PROPOSAL:
2:30 P.M. PST
August 1, 2003
SEALED PROPOSALS
WILL BE RECEIVED AT:
Foundation for California Community
Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
Phone: (925) 287-0275
Fax: (925) 287-0358
PROPOSAL AND CONTRACT
DOCUMENTS AVAILABLE AT:
Purchasing Office
Foundation for California Community
Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
BUYER CONTACT:
Patrick Tyrell-Smith
ERP Projects Director
Foundation for California Community Colleges
19419 N 110th Lane
Sun City, AZ 85373-4302
Phone: (623) 825-0204
Cell: (480) 495-2020
Fax: (602) 532-7555
pts1@cox.net
NOTICE IS HEREBY GIVEN that the Foundation for California Community Colleges
(“Foundation”), acting on behalf of the four California community college districts
(“Districts”) named herein, will receive up to, but not later than the above-stated date
and time, sealed Proposals for the Contract for the above-mentioned Enterprise
Resource Planning System generally described as “ERP System”.
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
1
Introduction and Purpose ........................................................................................ 9
1.1
Purpose................................................................................................................. 9
1.2
The Foundation .................................................................................................... 9
1.3
Foundation Programs ........................................................................................... 9
1.4
The ERP Project ................................................................................................. 10
1.5
Scope of the Project ........................................................................................... 10
1.6
Participating Institutions .................................................................................... 11
1.7
Organization of the Request for Proposal .......................................................... 12
2 Rules Governing Proposals .................................................................................. 12
2.1
General Information Including Minimum Requirements .................................. 12
2.2
Proposal/Vendor Selection Timetable ............................................................... 14
2.3
Submission of Intent to Bid ............................................................................... 14
2.4
Submission of Proposal...................................................................................... 14
2.5
Proposal Address and Delivery-Public Bid Opening......................................... 16
2.6
Questions/Amendments ..................................................................................... 17
2.7
Responses........................................................................................................... 17
2.8
Substitution/Deviations/Alternate/Multiple Proposals ...................................... 18
2.9
Bonds (Bid and Performance) ............................................................................ 19
2.10 Late Proposals .................................................................................................... 19
2.11 Pricing, Discounts & Best and Final Offers....................................................... 19
2.12 Duration of Offer ............................................................................................... 20
2.13 Presentations/Discussions .................................................................................. 20
2.14 Reserved ............................................................................................................. 20
2.15 District Review Rights ....................................................................................... 20
2.16 Proposal Evaluation ........................................................................................... 20
2.17 Reserved ............................................................................................................. 21
2.18 Award of Contract.............................................................................................. 21
2.19 Public Release of Information ........................................................................... 21
2.20 Contacts for Information .................................................................................... 21
2.21 Liability for Costs .............................................................................................. 21
2.22 Insurance ............................................................................................................ 22
2.23 Subcontractors.................................................................................................... 23
2.24 Right to Accept, Reject, Modify or Waive Technicalities/Irregularities ........... 23
2.25 Taxes, Patents .................................................................................................... 23
2.26 Right to Distribute the Vendor Responses to Implementation Partners ............ 23
3 Procedural Requirements and Amendments ..................................................... 23
3.1
RFP Inclusion in Contracts ................................................................................ 23
3.2
Professional Services Expectations.................................................................... 23
3.3
Reserved ............................................................................................................. 25
3.4
Training Expectations ........................................................................................ 25
3.5
Contract Changes ............................................................................................... 25
3.6
Meetings ............................................................................................................. 25
3.7
Vendor Compliance ........................................................................................... 25
3.8
Funding Out Clause ........................................................................................... 25
3.9
Quotations .......................................................................................................... 25
3.10 Cancellation ....................................................................................................... 25
Page 3 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
3.11 Reserved ............................................................................................................. 26
3.12 Payment.............................................................................................................. 26
3.12.1
Licensed software products....................................................................... 26
3.12.2
Professional Services (Implementation, Training, Etc.) ........................... 26
3.12.3
Support and Product Upgrade ................................................................... 26
3.12.4
Invoice Instructions ................................................................................... 26
3.12.5
Delinquency for Child Support ................................................................. 26
3.12.6
Prepayments .............................................................................................. 26
3.13 Claims ................................................................................................................ 26
3.14 Termination for Convenience ............................................................................ 27
3.15 Termination for Non-Performance .................................................................... 27
3.16 Vendor Assignments .......................................................................................... 27
3.17 Installation Definition ........................................................................................ 27
3.18 Software Product Licensing Expectations ...................................................... 27
3.18.1
Warranty of software product ................................................................... 27
3.18.2
Acceptance of software products .............................................................. 28
3.18.3
Warranty of continued support and ownership by the respondent ........... 28
3.18.4
General software product licensing expectations ..................................... 28
3.18.5
Support and Enhancement Licensing Expectations .................................. 29
4 Vendor Information ................................................................................................ 29
4.1
Organization Chart of Key Personnel ................................................................ 30
4.2
Disclosure of Ownership.................................................................................... 30
4.3
Vendor Demographics ....................................................................................... 30
4.4
Vendor's Statement of Contractual Disputes and Legal Risk ............................ 30
4.5
Corporate Financial Information and Strategy .................................................. 30
4.5.1
Annual reports/financial statements .......................................................... 30
4.5.2
Higher Education Strategy ........................................................................ 30
4.5.3
Software Partnership Status ...................................................................... 31
4.5.4
System enhancement strategy ................................................................... 31
4.6
Documentation capability assessment ............................................................... 31
4.7
Installation capability assessment ...................................................................... 31
4.8
Product versions and references......................................................................... 31
4.9
Third party software ........................................................................................... 32
5 Functional and Technical Requirements ............................................................ 32
6 Hardware, Database, Software and Sample Configuration ............................ 32
6.1
Database Platform .............................................................................................. 32
6.2
Hardware Platform and Operating Systems ....................................................... 32
7 Remote Hosting Capabilities ................................................................................ 33
7.1
Solution Configuration....................................................................................... 33
7.2
Staffing Considerations ...................................................................................... 33
7.3
Licensing Model ................................................................................................ 34
7.4
Operations .......................................................................................................... 34
7.5
Miscellaneous .................................................................................................... 34
8 Pricing ...................................................................................................................... 34
8.1
Pricing expectations (Place Results in Appendix Z).......................................... 35
8.2
Extension of software licenses due to increased usage ...................................... 35
Page 4 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
8.3
Support and product upgrade pricing ................................................................. 35
8.4
Professional Services for Implementation, Installation and Training ................ 35
8.4.1
Implementation Services Pricing Schedule-Rates (Place Results in
Appendix Z) .............................................................................................................. 36
8.4.2
Estimated Implementation Project Costs (Place Results in Appendix Z). 36
9 Implementation General Requirements, Terms and Conditions .................... 37
9.1
Primary Contractor............................................................................................. 37
9.1.1
Relationship with Subcontractors ............................................................. 37
9.1.2
Experienced Personnel .............................................................................. 37
9.2
Demonstrated Experience with Similar Institutions .......................................... 37
9.2.1
Database Platform Experience .................................................................. 37
9.2.2
Hardware Platform Experience ................................................................. 38
9.2.3
Integration Experience .............................................................................. 38
9.2.4
Data Mapping............................................................................................ 38
9.2.5
Customization Experience ........................................................................ 38
9.2.6
Comprehensive Methodology ................................................................... 38
9.2.7
Change Control ......................................................................................... 38
9.2.8
Self-service Experience ............................................................................ 38
9.2.9
Workflow Experience ............................................................................... 39
9.2.10
Development Toolkit Experience ............................................................. 39
9.2.11
Knowledge Transfer.................................................................................. 39
9.2.12
Portal Experience ...................................................................................... 39
9.3
Project Staffing .................................................................................................. 39
9.3.1
Project Organization Chart ....................................................................... 39
9.3.2
Consultant Identification and Resumes .................................................... 39
9.3.3
Consultant Preapproval ............................................................................. 39
9.3.4
Recommended District Resources ............................................................ 39
9.3.5
Project Staff Training ................................................................................ 39
9.3.6
Statements of Work................................................................................... 40
9.4
Tools & Utilities ................................................................................................ 40
9.5
Post Implementation Support............................................................................. 40
10
Professional Services Definitions and Expectations for Installation,
Training and Implementation ........................................................................................ 40
11
Professional Services Assessment ................................................................. 41
11.1 Professional Services References ...................................................................... 41
11.2 Professional Services Warranty ......................................................................... 41
11.3 Project Management .......................................................................................... 42
11.4 Software Product Family Sequencing ................................................................ 42
11.5 Implementation Plan .......................................................................................... 42
11.6 Project Staffing .................................................................................................. 42
11.7 Alternative Work Arrangements ........................................................................ 43
11.8 Contractor Resource Requirements ................................................................... 43
11.9 Software Extensions........................................................................................... 43
11.10 Software Module Promotion .............................................................................. 43
11.11 Training/Documentation Capability Assessment .............................................. 43
11.12 Consulting Service Agreement .......................................................................... 43
Page 5 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
12
RESERVED......................................................................................................... 44
13
Student System .................................................................................................. 44
13.1 Current Software Projects .................................................................................. 44
13.2 Tools & Utilities ................................................................................................ 44
13.3 Post implementation support.............................................................................. 44
13.4 Implementation Methodology............................................................................ 44
13.5 Project Staffing .................................................................................................. 44
13.6 Project Staff Training ......................................................................................... 45
13.7 Statements of Work for Proposed Services ....................................................... 45
14
Student Financial Aid ......................................................................................... 45
14.1 Current Software Projects .................................................................................. 45
14.2 Tools & Utilities ................................................................................................ 45
14.3 Post implementation support.............................................................................. 45
14.4 Implementation Methodology............................................................................ 45
14.5 Project Staffing .................................................................................................. 45
15
Financial Management System Implementation ........................................... 46
15.1 Current Software Projects .................................................................................. 46
15.2 Tools & Utilities ................................................................................................ 46
15.3 Post implementation support.............................................................................. 46
15.4 Implementation Methodology............................................................................ 46
15.5 Project Staffing .................................................................................................. 46
15.6 Project Staff Training ......................................................................................... 47
15.7 Statements of Work for Proposed Services ....................................................... 47
16
Human Resource System Implementation..................................................... 47
16.1 Current Software Projects .................................................................................. 47
16.2 Tools & Utilities ................................................................................................ 47
16.3 Post implementation support.............................................................................. 47
16.4 Implementation Methodology............................................................................ 48
16.5 Project Staffing .................................................................................................. 48
16.6 Project Staff Training ......................................................................................... 48
16.7 Statements of Work for Proposed Services ....................................................... 48
17
Campus Portal Implementation........................................................................ 48
17.1 Current Software Projects .................................................................................. 48
17.2 Tools & Utilities ................................................................................................ 49
17.3 Post implementation support.............................................................................. 49
17.4 Implementation Methodology............................................................................ 49
17.5 Project Staffing .................................................................................................. 49
17.6 Project Staff Training ......................................................................................... 49
17.7 Statements of Work for Proposed Services ....................................................... 49
18
Technical Installation, Training and Implementation .................................... 50
18.1 Current Projects ................................................................................................. 50
18.2 Tools & Utilities ................................................................................................ 50
18.3 Post implementation support.............................................................................. 50
18.4 Implementation Methodology............................................................................ 50
18.5 Project Staffing .................................................................................................. 50
18.6 Project Staff Training ......................................................................................... 50
Page 6 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
18.7 Statements of Work for Proposed Services ....................................................... 51
List of Appendices .......................................................................................................... 52
Appendix 1....................................................................................................................... 53
Technical and Functional RequirementsAppendix A-1 ................................................ 53
Appendix A-1................................................................................................................ 54
Intent to Bid .................................................................................................................. 54
Appendix A-2................................................................................................................... 56
Bid Cover Form & Proposer’s Certifications ............................................................... 56
Appendix A-3................................................................................................................... 58
Amendment Acknowledgement Form .......................................................................... 58
Appendix A-4................................................................................................................... 59
Disclosure of Ownership............................................................................................... 59
Appendix A-5................................................................................................................... 60
Non-Collusion Affidavit ............................................................................................... 60
Appendix A-6................................................................................................................ 61
Equal Employment Opportunity Compliance Certificate ............................................. 61
Appendix A-7................................................................................................................ 62
Software License, Maintenance, Consulting Services and Third Party Agreements ... 62
Appendix B ...................................................................................................................... 63
Feather River Community College District .................................................................. 63
CURRENT SYSTEMS ................................................................................................... 63
Current Computing Environment ................................................................................. 63
I. Computing Platforms ........................................................................................ 63
II. Current Systems Computing Environment ....................................................... 63
Appendix C ................................................................................................................... 65
San Luis Obispo County Community College District................................................. 65
Appendix D ...................................................................................................................... 75
Sierra Joint Community College District ...................................................................... 75
Computing Platforms ................................................................................................ 75
Current Systems Computing Environment ............................................................... 77
Appendix E ...................................................................................................................... 80
Sonoma County Community College District (Santa Rosa)......................................... 80
Current Computing Environment ............................................................................. 80
Computing Platforms ................................................................................................ 80
Current Application System ...................................................................................... 82
History/Evolution of Systems........................................................................................ 82
Exceptions to Terms and Conditions ............................................................................ 84
Statement of Work – Student Administration System Implementation........................ 85
Appendix H ...................................................................................................................... 86
Statement of Work – Student Financial Aid System Implementation .......................... 86
Appendix I........................................................................................................................ 87
Statement of Work – Financial Management Implementation ..................................... 87
Appendix J ....................................................................................................................... 88
Statement of Work – Human Resource Management Implementation ....................... 88
Appendix K ...................................................................................................................... 89
Statement of Work – Campus Portal Implementation .................................................. 89
Page 7 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix L....................................................................................................................... 90
Statement of Work – Technical Installation, Training and Implementation ................ 90
Appendix M ..................................................................................................................... 91
Subcontractor Qualifications ........................................................................................ 91
Appendix N ...................................................................................................................... 92
Resumes ........................................................................................................................ 92
Appendix O...................................................................................................................... 93
Annual Reports/Financial Statements ........................................................................... 93
Appendix P ...................................................................................................................... 94
Vendor Demographics .................................................................................................. 94
Appendix Q...................................................................................................................... 95
Vendor Essential Information Not Specified In RFPAppendices –R-X....................... 95
Appendices –R-X .......................................................................................................... 96
For Vendor Use ............................................................................................................. 96
Appendix Y-1 Feather River CCD ............................................................................... 97
Recommended ConfigurationAppendix Y-2 San Luis Obispo CCD ........................... 97
Appendix Y-2 San Luis Obispo CCD .......................................................................... 98
Recommended Configuration Appendix Y-3 Sierra Joint Community College District
........................................................................................................................................... 98
Appendix Y-3 Sierra Joint Community College District ............................................ 99
Recommended Configuration Appendix Y-4 Sonoma County CCD .......................... 99
Appendix Y-4 Sonoma County CCD ......................................................................... 100
Appendix Z-1 Feather River CCD .............................................................................. 101
Pricing Schedules ........................................................................................................ 101
Z1.2 Ongoing Support Costs .................................................................................... 101
Appendix Z-2 San Luis Obispo CCD ........................................................................ 104
Pricing Schedules ........................................................................................................ 104
Z1.2 Ongoing Support Costs .................................................................................... 104
Appendix Z-3Sierra Joint Community College District ........................................... 107
Pricing Schedules ........................................................................................................ 107
Z1.2 Ongoing Support Costs .................................................................................... 107
Appendix Z-4 Sonoma County CCD ......................................................................... 110
Pricing Schedules ........................................................................................................ 110
Z1.2 Ongoing Support Costs .................................................................................... 110
Page 8 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
1
Introduction and Purpose
1.1
Purpose
The Foundation intends to secure a contract to purchase software and implementation services to
replace legacy systems in community college district members’ sites. The Foundation is issuing this
single RFP on behalf of four California community colleges. The California Community Colleges
participating in this procurement are: Feather River Community College District, San Luis Obispo
County Community College District (Cuesta), Sierra Joint Community College District and Sonoma
County Community College District (Santa Rosa). Vendors are encouraged to respond to this one RFP
with many potential customers in mind.
Functional areas include Course and Curriculum, Student Services, Financial Aid, Financial Services
and Human Resources. The purpose of the Request for Proposal (RFP) process is to define minimum
requirements, solicit proposals and gain adequate information by which the Foundation can evaluate
the software and services offered by Proposers. The RFP provides directions and details necessary
for Proposers to complete a comprehensive and competitive proposal for meeting the participating
college’s Student, Financial and Human Resource information needs. Proposers must reference the
functions defined in Appendix 1 x to determine if their products meet the requirements of the Districts.
The RFP is part of a competitive procurement process that helps serve the best interests of the
Foundation’s member colleges. It also provides Proposers with a fair opportunity for their products
and services to be considered. The process of competitive negotiation being used in this case should
not be confused with the process of competitive sealed bidding. The latter process is usually used
where the goods and services being procured can be precisely described and price is generally the
determining factor. With competitive negotiation, however, price is not required to be the determining
factor, although it may be, and the Foundation has the flexibility to negotiate with multiple Proposers to
arrive at a mutually agreeable relationship.
1.2
The Foundation
The Foundation is a private, nonprofit corporation with I.R.S. 501 (c)(3) status. The Foundation is the
only official auxiliary for the California Community Colleges (“CCC”) system, recognized by the Board
of Governors under the provisions of the California Education Code section 72670.5.
The CCC is the largest system of higher education in the world, with 108 colleges and nearly 3 million
students attending annually.
1.3
Foundation Programs
The Foundation for California Community Colleges has developed, manages and maintains a number
of programs, including:

A program to address the increasing need for educational institutions to choose and
implement Enterprise Resource Planning (ERP) administrative software systems – such
systems typically include financial, human resources, financial aid, and student modules. The
ERP program uses a web-based decision tool by Advantiv, Inc. to assist the decision-making
process and uses the leverage of the national collegebuys.org purchasing consortium to
negotiate discounted ERP system pricing. This Request for Proposal is part of that endeavor.

The collegebuys.org purchasing program is the largest higher education purchasing
consortium in the United States. The Foundation also maintains the schoolbuys.org K-12
purchasing program.

The Foundation is the lead entity for the largest Microsoft Campus Agreement software
license in which 102 of the 108 California community colleges participate. The Foundation
provides Microsoft media to faculty and staff for work-at-home use and provides support
services to an additional 200 colleges and universities in 22 states. The Foundation also
developed a Microsoft Academic Select license for all California Community Colleges.
Page 9 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal

The facilitybuys.org program includes facility condition assessment and discounted volume
purchasing agreements

The Foundation hires student assistants who work at California State agencies.

The Early College High School Initiative is creating 15 high schools on CCC campuses,
funded by the Bill and Melinda Gates Foundation.

The Foundation provides cash awards and other support to system-wide awards and
scholarships for the California community colleges.
1.4
The ERP Project
The Foundation has instigated a project that involves the California community colleges noted below
with several objectives in mind:

Apply best practices from successful ERP implementations to a rigorous and disciplined
process

Use an effective decision tool to maximize collaborative participation within and among the
colleges and to minimize wasted or duplicative effort

Insure clear task responsibility on the part of vendors and colleges alike

Use the leverage and influence of the FCCC with software and hardware vendors to bring
about the successful, timely and least cost implementations of ERP systems.

Adopt a Total Cost of Ownership (TCO) model that clearly identifies all the costs associated
with the purchase and operation of a modern ERP system.

Invoke the principles of Business Process Engineering (BPR) in the planning for and
implementation of ERP systems so college districts can maximize the benefits of their new
capabilities.
Seven of the top ERP vendors in the world have joined the project and will use the collaborative web
based tool, DecisionDirector, which the Foundation has licensed from Advantiv, Inc. Those vendors
are SCT, Jenzabar, SAP, PeopleSoft, Protocol, Oracle and Datatel.
As the requirements are developed in DecisionDirector, using the Higher Education KnowledgePack
as a starting point, the ERP vendors are given the opportunity to craft their responses even before the
RFP is issued. Final modifications can be made before the final response date.
1.5
Scope of the Project
The four California community college districts seek to purchase and install an ERP System to meet
their information needs. Functional areas to be covered by the proposed software include, but are not
limited to Student, Financial Aid, Finance and Human Resources.
This request for proposal (RFP) is for an integrated system to meet the immediate and long-range
needs of the Districts as outlined in the general and detailed system requirements that follow. By
integrated software package, we mean that all software delivered from a vendor should be facilitated
from a common organization-wide database permitting the total sharing of information within and
across functions and other systems. This integration should include data access products,
spreadsheets, and word processors.
In meeting the needs in these areas, the Districts realize that these systems can be procured from: a)
a single vendor; b) a group of vendors offering a joint proposal; or c) multiple vendors each responsible
Page 10 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
for a portion of the system and integration of their product/application. The Districts prefer to procure
an integrated central administrative database and ERP System from a single vendor to meet the total
needs of the organization. However, software firms may bid to provide only subsystems (student,
financial aid, finance and/or human resources) of the software requested in this RFP.
In considering options for this software the Districts are most interested in exploring web based options
and will be focusing on the functional capabilities of the software. At the same time, integration and
flexibility are key considerations, as the Districts continue to evaluate new options and redesigning
processes in order to provide high-quality service to students, faculty and staff as efficiently as
possible. The software must work in support of, not as a hindrance to, innovation, and must serve the
needs of the Districts both now, and in the future. All hardware, software, operating system and related
software required to run, maintain, access, and modify the proposed system must be Year 2000
compliant.
It is further recognized that firms engaged in implementation of various software systems which may
be bid beyond the software firm itself may have qualifications and capabilities that could benefit the
Districts. Firms are invited to bid only the implementation portion of the RFP specifying the software
system to be implemented.
The RFP is purposely detailed so the various proposals can be measured against the stated
requirements. To meet each and every one of these needs in a comprehensive package would no
doubt require development of a custom software program. However, the Districts realize that such
development would likely be beyond the time and dollar resources available. They expect to purchase
a package system, with minimal customization, to best meet the requirements outlined. The detail
furnished is intended to provide every vendor the opportunity to fully describe how their software will
fulfill district needs and where it falls short, and assist the Districts in making an informed choice.
1.6
Participating Institutions
The Foundation for California Community Colleges, on behalf of the four community college districts
noted below is soliciting proposals from vendors.
Feather River Community College District
570 Golden Eagle Avenue
(530) 283-0202
Quincy CA 95971-9124
www.frcc.cc.ca.us
San Luis Obispo County Community College District
(Cuesta)
PO Box 8106
(805) 546-3100
San Luis Obispo CA 93403-8106
www.cuesta.cc.ca.us
Sierra Joint Community College District
5000 Rocklin Road
Rocklin CA 95677-3397
(916) 781-0430
www.sierra.cc.ca.us
Sonoma County Community College District
(Santa Rosa)
1501 Mendocino Avenue
Santa Rosa CA 95401-4395
Page 11 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
(707) 527-4011
www.santarosa.edu
Appendices B through E contain specific background statements about each of the participating
college districts and an overview of their current systems.
1.7
Organization of the Request for Proposal
Many of the ERP vendors have opted to participate in the web based response system guided by
DecisionDirector, the decision tool licensed from Advantiv, Inc. They will receive the RFP in the first
form described below. They will be able to respond to requirement statements through the Internet but
must furnish a hard copy reply to the rest of the RFP.
The RFP has two separate versions:

A hybrid version in which the business and technical requirements are accessible through
DecisionDirector (by the seven ERP vendors), and the legal and administrative terms and
conditions are provided in hard copy

A hard copy version that includes both requirements and terms and conditions.
Please note that electronic versions of the RFP may be emailed to vendors so they can print a copy at
their own leisure and workplace.
2
Rules Governing Proposals
2.1
General Information Including Minimum Requirements
The successful Proposer must meet the minimum requirements set forth in the body of this document
and attached appendices. The requirements are related to and define how members’ student,
business and administrative functions are managed.
2.1.1
General Requirements
This Request for Proposal (RFP) invites qualified ERP Proposers to submit proposals for providing the
following products and services to the member districts of the Foundation:

Comprehensive computer software to support the districts’ Student, Financial Aid, Financial
and Human Resource Management Systems;

Appropriate and complimentary data warehousing, query, reporting, On Line Analytical
Processing (OLAP) decision support software and decision support tools;

Integrated system administration facilities including navigation, security, workflow processing,
auditing and job scheduling;

Comprehensive user and technical training on these systems, tools and facilities;

Comprehensive installation and implementation services including project management to
successful implement the features of these systems, tools and facilities.

Ongoing technical support for these systems, tools and facilities;

Ongoing software maintenance of these systems, tools and facilities;

Comprehensive and complete documentation for these systems, tools and facilities; and,
Page 12 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal

Optionally, database management system server software, application development and
administrative tools adequate for the support of these systems in an environment of the size,
complexity and user base of the member districts of the Foundation.
Additional requirements and specifications for these products and services are provided below.
2.1.2
Minimum Qualifications and Requirements
Eligibility to respond to this RFP is based on the Proposer's ability to meet the minimum qualifications
and requirements listed below. Proposals that are received and do not meet these qualifications and
requirements will not be given further consideration. The Foundation reserves the sole right to decide
whether proposals meet these minimum eligibility standards:

Proposers must be ERP software companies able to propose a complete software solution to
the Foundation requirements as outlined in Appendix 1 of the Proposal. Where

All proposals must be received on, or before, the time and date specified in the Notice of
Proposal. The original copies must be signed and dated by an individual authorized to enter
into a binding agreement in the name of the Proposer and all third party vendors, if any,
incorporated in the proposal.

Proposers must be responsive in their submission by completely submitting all appropriate
information designated and requested. Proposals will be presented in a logical and precise
manner. Anything the Proposer deems essential to the successful implementation of the
proposed application software and services for which no provision is made in the
specifications should be stated in the proposal. Appendix ( N ) is reserved for that purpose.

Failure to provide all requested information might eliminate the proposal from further
consideration.

Proposers must agree to participate in a scripted demonstration of their software product
offerings at a date and time mutually agreeable to the Districts and the Proposer. The
Districts will provide the processing scenarios to be demonstrated by the Proposer before the
agreed upon demonstration date.

Negative or unfavorable references or site visits may be used as grounds for rejection of a
proposal.

The Proposer must be a going business concern and must have provided similar products
and services to other educational institutions, government agencies or organizations of
comparable size and complexity to the Foundation member districts. The Proposer will
provide a history of financial stability and strength that would lead the Districts to expect the
Proposer to remain a viable business during the contract and service period.

If third party software and/or third party services are included in a proposal to meet the
requirements, the Proposer must assume contractual responsibility for the products or
services provided by the third party(s). Further, full pricing detail is to be provided in the
pricing sections.

The Proposer bidding the software component of this Proposal must be primarily a provider of
computing software and supporting implementation and training services on the software
requirements of this RFP proposed

The Proposer bidding the implementation services only portion of the RFP must specify the
software system they intend to implement and be primarily an implementation firm with
experience supporting the software.
Page 13 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal

2.2
“The vendors who propose the application systems software, facilities or software tools (the
system) must have a presence in California community colleges and their system must be
compatible with the planned computing infrastructure of the Foundation’s member districts.
Appendix 1 provides a list of requirements Proposers must meet.”
Proposal/Vendor Selection Timetable
Release of RFP
Publication Notice to Bidders
Deadline to Submit Intent to Bid
Deadline to Submit RFP Questions
Bidder’s Conference
Expected FCCC Response Date to RFP Questions
Proposal Due
Bid Opening Meeting
Proposal Evaluation Period
Vendor Presentations
Develop Master Schedule
Vendor Award
Proposed Contract Start Date
<Buyer> Expects Production with Phase 1
Implementation of Remaining Systems should be Completed By
2.3
June 20, 2003
June 20, 2003
June 30, 2003
June 30, 2003
July 7, 2003
July 14, 2003
August 1, 2003
August 1, 2003
August 1, 2003-
Submission of Intent to Bid
Firms are required to notify the Foundation of their intent to submit a proposal response by submission
of the Intent to Bid Form in Appendix A1 by mail or facsimile by June 30, 2003 to the Buyer Contact
listed in this RFP. This will ensure that future communications related to this RFP will reach the party
responsible for preparation of the Proposal response. There is no obligation to bid based on
submission of this intent.
2.4
Submission of Proposal
2.4.1
Proposals must be submitted in one of two forms:
2.4.2

Those vendors who have participated in the DecisionDirector electronic setting of
requirements (“Electronic Proposal”) will utilize the web-based system to provide
responses to requirements that are referenced in Appendix 1. A report of their
requirement response submission will be provided each vendor for inclusion in Appendix
1 of the hardcopy RFP response and an Adobe pdf file will be provided for inclusion with
the electronic CD copy. All RFP response deadlines and submission requirements apply
to participating vendors.

Those vendors who opted not to participate in the DecisionDirector electronic setting of
requirements shall provide both hard copy responses on forms in Appendix 1 prior to the
last time for submission of Proposals. (“Hard Copy Proposal”) as well as electronic
submission with the full RFP electronic submission requirement.
Hard Copy Response
Respondents will be provided this RFP electronically via email as a ZIP file from the
Foundation. The complete RFP consists of one (1) MS Word document, forms identified in
the Appendices and MS Excel forms as outlined in the Appendix. Certain sections of the RFP
(as identified in Section 2.7) require responses. These responses must be embedded in the
document after the corresponding question or discussion point or included in the Appendices,
as instructed. All embedded responses to the RFP questions themselves must be
provided in (BOLD) italics in order to make the responses obvious to the Foundation
Page 14 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
and participating institutions in evaluation of the document.
Respondents are
encouraged to provide complete but concise responses within the RFP. Respondents are
welcome to submit supporting collateral material as desired; these would be appended to the
proposal.
Vendors who are unable to work with the electronic version provided should contact the
Buyers Contact, Patrick Tyrell-Smith.
The response to this RFP must be delivered in the following formats including the response
for each software and implementation service for which professional services are proposed:
Seven [7] bound copies in 3-ring binders (with Original Signature by an authorized officer of
the company to be affixed to the Bid Cover Form included in Appendix (A-2) of this RFP
including the respondent’s responses to the RFP, and any attachments containing vendor
information. Proposals must be arranged to be directly and organizationally responsive to this
RFP. The format of the response must conform exactly to the format of this document. To
facilitate this requirement, electronic copies of this RFP are available via email or CD. Further,
page size shall be 8-1/2” x 11” and each copy of the entire proposal response, including all
associated literature, must be presented in a single 3 ring binder. If response size exceeds
binder capacity, multiple binders may be used but each must have an officially signed Bid
Cover Form, must be sequentially identified on the bid cover, e.g. 1of X, 2 of X, etc.
Preprinted material such as Annual Reports that are mass-produced in sizes greater than
81/2” x 11” will be accepted. See documents accompanying proposal below.
Proposals are to be sealed in a box or multiple boxes as needed and mailed or otherwise
delivered to the address on the Bid Cover Form (Appendix A-2). Vendors must identify
themselves with a full return address on the outside of each package delivered. If multiple
boxes are used, please number the boxes on the outside front 1 of X., 2 of X, etc. The Box(s)
is to be sealed and marked in the lower left-hand corner with the following statement:
2.4.3
Proposals on FCCC ERP System
Documents Accompanying Proposal
Other collateral material that has been requested by the RFP or that the respondent feels will
be worth consideration by the Districts that cannot be inserted into the Word document (e.g.,
annual reports, white papers, methodology documentation, sample project plans, sample
training materials, etc.) may be submitted. It is preferred that they be submitted both
electronically and embedded in the electronic copy of the RFP in the appropriate referenced
section or Appendix. This collateral material must also be provided in hard copy with each
proposal copy. Where this collateral material is in response to a particular section of the
RFP, indicate the section number for which it is being provided and include it in the
Appendices.
2.4.4

Appendices that are not reserved are available for Respondent use.

Telephone or facsimile proposal submission of the RFP is not acceptable.

See Sections 2, 3 and 9 for other Bid Requirements and carefully review all sections.
Proprietary Information
The Foundation and the Districts recognize that in responding to this request for proposals,
the vendor may desire to provide proprietary information in order to clarify and enhance their
proposal. To the extent permitted by law, the Foundation and the Districts will keep
confidential such proprietary information provided the conditions as described in the following
Page 15 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
paragraphs are met: a) proprietary information is submitted in a separate book; b) the
separate book must be clearly identified as containing proprietary information.
The reference to the proprietary information must be clearly made in the detailed response,
and conversely the section in the proprietary information book shall be clearly labeled as to
what in the detailed response it references.
Vendors are cautioned to label as "proprietary" only that information which can be clearly
demonstrated as being proprietary and not in common use or common knowledge. Labeling
as proprietary, a complete proposal or information, which is general in nature, may be cause
for rejection of a proposal.
2.4.5
Shipping, Delivery, Installation
Quotation to be F.O.B. each participating district, freight allowed, including installation. Each
package shipped under any order resulting from this purchase shall carry the purchase order
number, and the application or system of which the package is a component.
The ability to meet the Foundation’s project timetable will be a factor in the award. If the
vendor is unable to meet the schedule listed, an alternate schedule must be submitted with
the proposal for evaluation. If no alternate is submitted, then it shall be assumed that the
vendor is able to meet the proposed schedule in its entirety.
2.4.6
Warranties
Complete warranties applying to any system purchased as a result of this proposal request
must be clearly specified. The location or agent responsible for servicing this account must be
clearly stated. In addition, the vendor must provide complete information and pricing on
maintenance agreements available and recommended for this system after the warranty
period. The vendor’s policy on software upgrades, enhancements, and on-going software
support shall also be addressed. Warranty and maintenance terms and costs will be taken
into consideration in the award.
2.4.7
Taxes, Patents
It is understood that all proposals received shall be exclusive of any Use or Sales Tax,
Federal, State, or local. The Districts are organizations qualified for exemption from customary
taxes, and exemption certificates will be furnished upon request.
The Foundation and the Districts shall be saved harmless by the vendor from payment of any
and all claims arising out of any infringement, alleged infringement, or use of any patent or
patented device, article system, arrangement, materials, or process used by them in the
execution of this contract.
2.5
Proposal Address and Delivery-Public Bid Opening
Address: All vendors are required to address and deliver all seven [7] copies of the complete proposal
as stipulated in Section 2.4 to the following department to be received not later than 2:30 P.M. PST on
August 1, 2003. Proposals must be time stamped at the Foundation on or before the hour and date
specified for the public bid opening.
Patrick Tyrell-Smith
ERP Projects Director
Page 16 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Foundation for California Community Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
Any proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any
proposal not so withdrawn shall constitute an irrevocable offer, for a period of one hundred eighty days
(180) from the Proposal due date and one hundred twenty (120) days from either submission of a Best
and Final Offer or contract negotiation, whichever is later, to provide the commodity or service set forth
in the attached specifications, or until a selection has been made by the Districts
2.5.1
Bid Opening:
Bids will be opened during the bid-opening meeting which will begin at 2:30 PM PST on August 1,
2003, in the following location:
Foundation for California Community Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
Vendors may attend this opening. During the bid opening, each Proposer will be announced, and the
Products and/or Services bid as identified on the Bid Cover Form. No other information will be
announced at that time.
Proposals cannot be altered or amended after opening time. Alterations made before opening time
must be initialed by bidder or his authorized agent. No proposal can be withdrawn after opening time
without approval by the Foundation based on an acceptable written reason.
Purchases made for the District’s use are exempt from the State Sales tax and Federal Excise tax. Do
not include tax in bid. Excise Tax Exemption Certificates are available upon request.
2.6
Questions/Amendments
If any information is needed to assist in replying to this RFP, contact the Foundation’s ERP Projects
Director, Patrick Tyrell-Smith via E-Mail (pts1@cox.net). The respondent is not to contact anyone else
at the Foundation or the participating districts regarding this RFP. The name or partner association for
any question submitted will not be disclosed to other respondents; however answers to questions
submitted will be disclosed to all firms via email who have submitted an Intent to Bid form in Appendix
A-2.
The Foundation will only accept written questions from respondents until June 30, 2003. Additional
questions may be raised at the bidder’s conference and unofficially answered orally. Written answers
will be posted as soon as possible, but expected by no later July 14, 2003. Therefore, vendors are
encouraged to pose their questions as quickly as possible so that answers can be developed and
announced as early as possible.
2.7
Responses
The sections of the RFP requiring responses are as listed below. Vendors may wish to respond with
comments to other sections and must note any exceptions in Appendix F:
1 – Introduction and Purpose (No Response Required)
2 – Rules Governing Proposals (No Response Required)
3 - Procedural Requirements and Amendments (No Response Required)
4 - Vendor information
5 - Business and Technical Requirements
6 – Hardware, Database, Software and Sample Configuration
7 - Remote Hosting Capabilities (Optional)
8 – Pricing (No Response Required) Response Required in Appendix Z
Page 17 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
9 – Implementation General Requirements, Terms and Conditions
10- Professional Services Definitions and Expectations for Installation, Training and Implementation
11–Professional Services Assessment
12- Reserved
13-Student Administration System Implementation
14- Student Financial Aid System Implementation
15 Financial Management System Implementation
16 Human Resource System Implementation
17 Campus Portal Implementation
18 Technical Installation, Training and Implementation
Appendices


























2.8
A-1
A-2
A-3
A-4
A-5
A-6
Intent to Bid (complete and submit by September 18, 2002)
Bid Cover Form
Disclosure of Ownership
Non-Collusion Affidavit
Amendment Acknowledgement Form
Equal Employment Opportunity Compliance Certificate
A-7 Software License, Maintenance, Services and Third-Party Agreements
B
Feather River Community College District-Background (No Response Required)
C
San Luis Obispo County Community College District-Background (No Response
Required)
D
Sierra Joint Community College District (Santa Rosa) Background (No
Response Required)
E
Sonoma County Community College District-Background (No Response
Required)
F Exceptions to Terms and Conditions
G
H
I
J
Statement of Work - Student Administration System Implementation
Statement of Work - Student Financial Aid Implementation
Statement of Work – Financial Management System Implementation
Statement of Work – Human Resource Management Implementation
Financial Management Database and Tools Upgrade (if appropriate)
K Statement of Work – Campus Portal Implementation
L Statement of Work – Technical Installation, Training and Implementation
M Subcontractor Qualifications (if appropriate)
N Resumes
O Annual Reports/Financial Statements
P Vendor Demographics
Q Vendor Essential Items Not in RFP
R-X Reserved for Vendor Use
Y Recommended Configurations
Z Pricing Schedules
Substitution/Deviations/Alternate/Multiple Proposals
Vendors may submit alternate and/or multiple proposals. Substitutions, deviations, or alternate bids
must be listed and explained in detail. All such proposals must be in direct compliance with the format
of this RFP. In all cases, to be considered responsive, proposals must clearly meet the mandatory
requirements as to the overall objectives of the RFP. Failure to do so may cause rejection of the bid.
Any exceptions to the specifications, or any other special considerations of conditions requested or
required by the vendor shall be enumerated and clearly identified by the vendor and submitted as a
part of the bid proposal in Appendix F. The vendor shall be required and expected to meet the
specifications in their entirety, unless any exceptions are duly noted in the bid submission and
accepted by the Foundation.
In the interests of economy, identical information, literature, etc., need not be provided when additional
proposals are submitted. The Foundation would prefer to identify a qualified firm(s) with the
demonstrated qualifications to perform all aspects of the RFP in utilizing the most advantageous
Page 18 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
methods and pricing/terms available. The districts are particularly interested in proposals utilizing
methodologies that reduce time and overall costs. These might include, but not be limited to, use of
vendor laboratories for initial implementation and/or upgrade services, and alternative service
deliveries such as remote hosting. Vendors are encouraged to be creative, yet use methodologies that
will ensure successful projects.
2.9
Bonds (Bid and Performance)
QUESTION, DO THE DISTRICTS WISH TO REQUIRE BID OR PERFORMANCE BONDS?
2.10
Late Proposals
Proposals or unsolicited amendments to proposals arriving after the deadline listed above will be
rejected as not meeting the mandatory requirements of this RFP. Vendors should consider delivering
their response prior to the submission deadline.
2.11
Pricing, Discounts & Best and Final Offers
Per California Education Code Section 81645, The governing board of any community college district
may contract with a party who has submitted one of the three lowest responsible competitive proposals
or competitive bids, for acquisition, procurement, or maintenance of electronic data-processing
systems and equipment electronic telecommunication equipment, supporting software, and related
materials, goods, and services, in accordance with procedures and criteria established by the
governing board.
The Foundation process, which is representing four California Community Colleges, is asking
Proposers to be creative in their approach to software licensing, support services and implementation.
In recognition that this joint procurement activity is an opportunity to pass on to participating Districts
substantial discounts beyond those normally applied due to multiple buyers, a reduced sales process
and associated costs due to this single procurement and opportunity for selection by multiple Districts,
pricing and associated discounts will be carefully evaluated by the Foundation and districts.
In the event that information or pricing submitted by the vendor is unclear, the Foundation and/or the
Districts may request additional explanation and/or pricing breakdowns from the vendor for the
purpose of evaluation and decisions. The vendor shall answer requests for additional information or
clarification in writing, and these responses will become part of the vendor's proposal. Vendors failing
to provide adequate information or detail on any issue in a timely manner to allow a comprehensive
evaluation by the Foundation and the Districts shall be considered unresponsive, and their proposal
subject to rejection.
The Foundation may negotiate with vendors responding to the Request for Proposals, within the
requirements of the request, to serve the best interests of the Districts.
In the event the District is unsuccessful in negotiating a contract with the apparent best vendor within a
reasonable time frame, the District may begin negotiations with another vendor. Vendors are
cautioned, however, to submit proposals initially on a most favorable basis, since an award decision
may be made without any negotiation or request for Best and Final Offer, based on price and terms of
the original proposal
The Foundation reserves the right to request best and final offers after reviewing the proposals.
However, Foundation may elect not to request best and final offers. Therefore, respondents are
strongly urged to provide their best bid in response to this RFP.
Pricing is discussed in more detail in Section 8 and pricing schedules to be completed are in Appendix
Z.
Page 19 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
2.12
Duration of Offer
Proposals shall not be withdrawn by any Vendor for a period of one hundred eighty (180) days after
the last date for the submission of Proposals. Failure to hold prices for the period specified may result
in its suspension or disqualification. During this time, all Vendors shall guarantee (or beat) prices
quoted in their Proposals. If Best and Final Offers are requested, Vendors are required to hold prices
for a period of one hundred twenty (120) days from the date Best and Final Offers are submitted or
contracts negotiated, whichever is later.
2.13
Presentations/Discussions
After the proposals have been received and studied, one or more potential vendors may be requested
to make a formal presentation/demonstration to the Foundation and the Districts. All information
supplied by the vendor in such a presentation, either as general information or in answer to a specific
question by the Foundation and/or the Districts, shall be considered binding on the vendor; and will be
summarized in writing and made part of the vendor’s proposal, and any resultant contract. Neither the
Foundation nor the Districts will be responsible for any costs incurred by the vendor in making such a
presentation.
The Foundation and the Districts reserve the right to visit a location or locations where the proposed
system is installed and operating. Such visit shall be at the expense of the Foundation or the Districts.
2.14
Reserved
2.15
District Review Rights
Proposals submitted may be reviewed and evaluated by any person(s) considered necessary to the
decision-making process at the Districts.
2.16
Proposal Evaluation
Lowest proposal cost will not be the sole determining factor in award of contract, but rather any award
made will be made to the vendors whose proposal, in the opinion of the Districts, represents the best
proposal considering but not limited to the following:

vendor’s comprehension of the specifications and requirements for the system;

overall quality of the proposal and responses;

judged operational and performance characteristics of the proposed system and its ability to
meet stated requirements;

system architecture and design, including: hardware and software, networking, flexibility,
utilization of industry standards, system integration, ability to interface with other
manufacturers and systems, proprietary nature of system, expansion capabilities, etc.;

overall initial and long range costs of the system to include purchase price, installation,
expansion, operational, and maintenance costs;

quality of implementation and training plans, availability of on-going support; warranty and
maintenance stipulations;

overall value in terms of level of system proposed versus fees expected;

the ability of the proposed system to integrate with District’s business services and availability
of additional applications and ease/cost of implementation;
Page 20 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal

any guaranteed price stability;

judged reliability and reputation of the system;

the vendor's experience and record of service with other accounts;

the company's financial condition.
2.17
Reserved
2.18
Award of Contract
The Contract for the Project, if awarded, will be by action of the Board of Trustees of each of the
named California community college districts to one of the three lowest, responsible Contractors
submitting a responsive Proposal pursuant to Education Code Section 81645. This decision is at the
sole discretion of the district. The District reserves the right to reject any or all Proposals or to waive
any irregularities or informalities in any Proposal or in the proposal process.
A response to this RFP is an offer to contract based upon the terms, conditions and specifications
contained herein. Proposals do not become binding until they are accepted through a signed contract.
The contract shall be governed, construed, and interpreted under the laws of the State of California as
the same may be amended from time to time. Any legal actions must be filed in accordance with the
laws of the State of California.
The Districts reserve the right to award the entire contract to a single Proposer or to award different
components to different Proposers, whichever each individual district determines to be in its overall
best interest, as solely determined by the responsible parties of the Districts.
In conjunction with this RFP, the District reserves the right to negotiate specific items, offers, terms and
stipulations with individual respondents.
Due to the anticipated complexity of the proposals, no results or tabulation will be divulged at the time
proposals are opened and acknowledged. The Districts will proceed with all due haste to evaluate the
proposals and notify vendors of the determinations made.
2.19
Public Release of Information
News releases, articles, brochures, advertisements, prepared speeches, and other information
releases concerning this RFP, or any subsequent contract or activity related thereto, may not be
issued without the prior written approval of the Foundation or participating Districts.
2.20
Contacts for Information
All inquiries concerning this RFP must be directed by email to:
Patrick Tyrell-Smith
ERP Projects Director
Foundation for California Community Colleges
Email: pts1@cox.net
2.21
Liability for Costs
Neither the Foundation nor the Districts will be liable for any costs incurred in the preparation and
presentation of the bid proposal. All proposals and materials submitted in conjunction with the
proposals shall become the property of the Foundation and the Districts
Page 21 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
2.22
Insurance
With respect to the performance of work under any contract resulting from this solicitation, Proposer
shall maintain and shall require all of its subcontractors to maintain insurance as described below:
Worker’s compensation insurance with statutory limits as required by the Labor Code or the State of
California. Said policy shall be endorsed with the following specific language: “This policy shall not be
canceled or materially changed without first giving thirty (30) days prior written notice to the District.”
Commercial or Comprehensive General Liability insurance covering bodily injury and property damage
utilizing an occurrence policy form, in an amount no less that $1,000,000 combined single limit for
each occurrence and $2,000,000 in aggregate. Said insurance shall include, but not be limited to:
premises and operations liability, independent contractor’s liability, and personal injury liability.
Automobile liability insurance covering bodily injury and property damage in an amount no less that
$1,000,000 combined single limit for each occurrence. Said insurance shall include coverage for
owned, hired, and non-owned vehicles.
Each said comprehensive or commercial general liability and automobile liability insurance policy shall
be endorsed with the following specific language:




District, its officers and employees, is named as additional insured for all liability arising out of the
operations by or on behalf of the named insured in the performance of any contract resulting form
this solicitation.
The inclusion of more than one insured shall not operate to impair the rights of one insured
against another insured, and the coverage afforded shall apply as though separate policies had
been issued to each insured, but the inclusion of more than one insured shall not operate to
increase the limits of the company’s liability.
The insurance provided herein is primary coverage to District with respect to any insurance of selfinsurance programs maintained by District and no insurance held or owned by District shall be
called upon to contribute to a loss.
This policy shall not be canceled or materially changed without first giving thirty (30) days prior
written notice to District.
Professional liability (Errors and Omissions) Insurance for all activities of the Offeror arising out of or in
connection with any contract resulting from this solicitation is an amount no less that $500,000
combined single limit for each occurrence endorsed with the following specific language: “This policy
shall not be canceled or materially changed without first giving thirty (30) days prior written notice to
the District.”
The following documentation shall be submitted by the successful Proposer to the District with the
completed contract:



Properly executed Certificates of Insurance clearly evidencing all coverages, limits and
endorsements required above. Said certificates shall be submitted by the successful Proposer with
the completed contract resulting from this solicitation.
Signed copies of the specified endorsements for each policy. Said endorsements copies shall be
submitted by the successful Proposer within thirty (30) days of execution of any contract resulting
from this solicitation.
Upon District’s written request, certified copies of insurance policies. Said policy copies shall be
submitted by the successful Proposer within thirty (30) days of District’s request.
Proposer’s indemnity and other obligations shall not be limited by the foregoing insurance
requirements.
Material Breach: If Proposer, for any reason, fails to maintain insurance coverage that is required
pursuant to any contract resulting form this solicitation, the same shall be deemed a material breach of
contract. District, at its sole option, may terminate any contract resulting from this solicitation or obtain
damages from the Proposer resulting from said reach. Alternatively, District may purchase such
Page 22 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
required insurance coverage, and without further notice to Proposer, District may deduct from sums
due to Proposer any premium costs advance by District for such insurance. These remedies shall be in
addition to any other remedies available to District.
2.23
Subcontractors
The use of subcontractors is prohibited unless approved in writing by the appropriate District personnel
or otherwise disclosed in this RFP response. If subcontractors are needed to meet the requirements of
responding to this RFP, they are to be included in the Proposal response.
2.24
Right to Accept, Reject, Modify or Waive Technicalities/Irregularities
The Foundation reserves the right to accept or reject any or all proposals, or parts of proposals, to
waive any technicalities or irregularities, and to accept that proposal(s) which is (are) in the best
interest of the Districts.
2.25
Taxes, Patents
It is understood that all proposals received shall be exclusive of any Use or Sales Tax, Federal, State,
or local. The Districts are organizations qualified for exemption from customary taxes, and exemption
certificates will be furnished upon request.
The Foundation and the Districts shall be saved harmless by the vendor from payment of any and all
claims arising out of any infringement, alleged infringement, or use of any patent or patented device,
article system, arrangement, materials, or process used by them in the execution of this contract.
2.26
Right to Distribute the Vendor Responses to Implementation Partners
Foundation reserves the right to provide the software vendor’s responses to the functional and
technical requirements (Appendix 1) to any potential professional service partner that may implement
the software licensed under any agreement including this RFP.
3
Procedural Requirements and Amendments
3.1
RFP Inclusion in Contracts
The RFP and responses shall be incorporated into any resulting contract. The RFP, the response and
respondent’s best and final offer, if any, will become part of the final agreement with the selected
vendor(s).
3.2
Professional Services Expectations
3.2.1
Review of professional service personnel
Contractor(s) will provide the Districts with the qualifications and experience of all personnel
(employees as well as subcontractors) that will be working at or for the Districts for the District’s review
and approval prior to the commencement of work at or for a District by such employees and/or
subcontractors.
3.2.2
Professional Services Staff Quality
Contractor(s) and subcontractor(s) will render all services under this Agreement in a professional and
workmanlike manner. The Contractor(s) must provide experienced employees and subcontractors for
each District’s ERP project. The Contractor(s) must recognize that the Districts are relying on the
Contractor(s)’ expertise to assist in realizing the project objectives and, therefore, must warrant that
Page 23 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
each resource assigned to this project is an expert in the tasks and functions to be performed.
Additionally, Contractor(s) will promptly replace any personnel that are rendering services to the
District upon notification from the District that the District considers the personnel to be unacceptable.
3.2.3
Use of Subcontractors
The Contractor(s) as primary contractor(s) may engage sub-contractors to provide the resources or
expertise required or to satisfy the District’s expectations. However, the Contractor(s) will remain solely
responsible for both the financial obligations to any subcontractors and for the successful completion
of the project. The primary contractor(s) must obtain the District’s approval prior to assigning any
subcontracting organizations to this project.
3.2.4
Time Reporting
Contractor(s) and/or subcontractor staff must keep accurate and complete records of time spent and
work performed to support reconciliation of services invoices and to monitor progress on assigned
tasks. Time sheets will be submitted by consultants prior to leaving their District work site each and
signed off by designated District officials. These records on an individual consultant basis will be
maintained by the District and used to reconcile invoices submitted by the Contractor. Where work is
performed off-site, Contractor will report all time on a weekly basis to District personnel by employee
identifying hours worked and nature of work performed.
3.2.5
Ownership of Intellectual Property
All copyrights, patents, trade secrets or other intellectual property rights associated with any ideas,
concepts, techniques, methods, or processes developed by Contractor(s) or their personnel or
subcontractors during the course of performing the contracted for services (“Developmental
Techniques”) shall remain exclusively with Contractor(s) or their personnel or subcontractors. The
District agrees and acknowledges that it has no right, title or interest in the Developmental Techniques
that Contractor(s) or their personnel or subcontractors may create, develop or use in providing the
District with the Work Product that is the subject of this RFP (“Final Work Product”). However,
Contractor(s) shall provide the District with a perpetual non-exclusive license for the further use of any
such Developmental Techniques in conjunction with the Final Work Product to be provided to the
District. Additionally, Contractor(s) will obtain any written agreements that may be necessary from
Contractor(s) personnel or subcontractors to give full effect to such license.
All copyrights, patents, trade secrets or other intellectual property rights associated with any works of
authorship or other Final Work Product that is developed or created by Contractor(s) or their personnel
or subcontractor(s) for the District shall belong to the District. Contractor(s) automatically assign, at
the creation of the Final Work Product, without any requirement of further consideration, any right, title,
or interest it or they may have in such Final Work Product, including any copyrights or other intellectual
property rights pertaining thereto. Upon request of the District, Contractor(s) shall take all other
reasonable steps to assist in giving full and proper effect to such assignment.
3.2.6
Access to Contractor Work Product
The Contractor agrees to furnish to the District a current copy of any work product developed for the
District on demand at any time during the period of the contract resulting from this RFP. This
requirement includes but is not limited to documents, manuals, source code, tables, business rules
and computer files.
3.2.7
District Property
The Contractor(s) shall be responsible for the proper custody and care of any of the District’s owned
property furnished for Contractor's use in connection with the performance of this contract.
Contractor(s) will reimburse the District for its loss or damage, normal wear and tear excepted.
3.2.8
Confidentiality
Unless otherwise required by law, Contractor(s) shall comply with the provisions of the Family
Educational Rights and Privacy Act of 1974 and instruct its employees to use the same degree of care
as it uses with its own data to keep confidential information concerning client data, the business of the
Page 24 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
District, its financial affairs, its relations with its students and its employees, as well as any other
information which may be specifically classified as confidential by the District in writing to the
Contractor. All Federal and State regulations and statutes related to confidentiality shall be applicable
to Contractor(s). Contractor(s) shall have an appropriate agreement with its employees to that effect,
provided, however, that the foregoing will not apply to:



Information, which the District has released in writing from being maintained in confidence.
Information, which at the time of disclosure is in the public domain by having been printed and
published and available to the public in libraries or other public places where such data is usually
collected.
Information, which, after disclosure, becomes part of the public domain as defined above, through
no act of Contractor(s).
3.3
Reserved
3.4
Training Expectations
Respondents agree that the District shall be able to reproduce any associated training materials, which
are provided as part of the training offered to the District staff. The District will reserve its option to
record any training sessions for subsequent replay and broadcast to its faculty and staff.
3.5
Contract Changes
During the period of contract, no change is permitted in any of its conditions and specifications unless
the vendor receives written approval from the participating district.
If the vendor finds at any time that existing conditions make modification in contract requirements
desirable, s/he shall promptly report such matter to the District for its consideration and decision.
3.6
Meetings
The vendor or authorized representatives shall meet periodically with the Districts to discuss the
services, and make amendments or changes in procedure and operations as may be found necessary.
There will be a meeting with the successful vendor and the Districts prior to the start of the contract.
3.7
Vendor Compliance
The vendor shall comply with all federal, state or local laws, now in effect or hereafter promulgated
which apply to the operation herein specified.
3.8
Funding Out Clause
The [
} prohibits obligations beyond the current appropriations, which the California Community
College Districts apply annually. Any order resultant of this RFP may be canceled at any time without
penalty if legislative or district funds are not appropriated for goods or services obligated beyond the
current fiscal year (July 01 through June 30 of any given year).
3.9
Quotations
Any quotation number referenced on a proposal is for pricing purposes only, and the Foundation's
terms and conditions shall apply. Any terms and conditions not accepted through the Foundation's
Procurement Department in writing are not binding on either party.
3.10
Cancellation
Items or orders may be canceled without the consent of the vendor due to failure to fulfill their
contractual obligations. If cancellation is requested by the Districts for some other reason through no
fault of the vendor, the vendor will be contacted.
Page 25 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
3.11
Reserved
3.12
Payment
3.12.1 Licensed software products
Thirty per cent (30%) of the license fee for each product licensed by District will be payable upon
execution of the contract.
Forty per cent (40%) of the license fee for each product licensed by District will be payable upon
installation (Section 8.4) of the software product on any hardware at the district site or at a remote site
specifically designated as supporting the district’s ERP system..
Twenty per cent (20%) of the license fee for each product licensed by each District will be payable
upon the use of the software product in a production environment for any District component.
Ten per cent (10%) of the license fee for each product licensed by District will be payable upon
successful use of the software product in a production environment and acceptance (Section 8.5.2) of
the software product by District.
3.12.2 Professional Services (Implementation, Training, Etc.)
Professional service payments will be paid monthly upon presentation of documentation of the
services provided by the respondent, approval by the District, and receipt of an invoice. The
documentation of services must be presented to the District for review and approval prior to invoicing.
The invoices must be presented in a manner that can be matched to the documentation of services
initially presented to the District prior to invoicing.
3.12.3 Support and Product Upgrade
Support and upgrade payments will be made annually. Support and upgrade support for the licensed
software products cannot be withdrawn for non-payment by the respondent without thirty (30) days
written notice to District.
3.12.4 Invoice Instructions
Vendor shall submit one copy of an itemized invoice showing District purchase order number on all
copies of invoice(s), packing list(s), correspondence, etc. Invoices must coincide to prices quoted
either on a unit, hourly, etc. basis. Districts will incur no penalty for late payment if payment is made in
thirty (30) or fewer days from receipt of goods or services and an uncontested invoice.
3.12.5 Delinquency for Child Support
ANY party indebted to the State of California or any party who is more than thirty (30) days delinquent
for Child Support is not entitled to payment on any contract.
3.12.6 Prepayments
Such terms and conditions may result in disqualification of the offer. (e.g., offers with the laws of a
State other than California, requirements for prepayment not defined in or allowed for this RFP,
limitations on remedies, etc.)
3.13
Claims
The vendor agrees to protect the Foundation and the Districts from claims involving infringement of
patents or copyrights.
Page 26 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
3.14
Termination for Convenience
The Districts reserve the right to terminate any resulting software or professional services contract
without cause with a thirty (30) day written notice. After mailing to the Contractor(s) of “notice of
termination”, the Contractor(s) shall discontinue all services with respect to the applicable contract.
The Districts will also be responsible for the cost of reasonable documented services provided by the
Contractor prior to receipt of “notice of termination”. The Districts will not be liable or responsible for
any other costs.
3.15
Termination for Non-Performance
The Districts may terminate any contract for software or professional services arising from this RFP for
non-performance, as determined by the Districts for such causes as:
Failure to provide satisfactory quality of service, including, but not limited to, failure to maintain
adequate personnel, any substantial change in ownership or proprietorship of the Contractor(s), which
in the opinion of the Districts is not in its best interest, or failure to comply with the terms of this
contract
Failure to keep or perform, within the time period set forth herein, or violation of, any of the covenants,
conditions, provisions or agreements herein contained.
Adjudication as a voluntary bankruptcy, making a transfer in fraud of its creditors, filing a petition under
any section from time to time, or under any similar law or statute of the United States or any state
thereof, or if an order for relief shall be entered against the Contractor(s) in any proceeding filed by or
against Contractor(s) hereunder. In the event of any such involuntary bankruptcy proceeding being
instituted against the Contractor(s), the fact of such an involuntary petition being filed shall not be
considered an event of default until sixty (60) days after filing of said petition in order that Contractor(s)
might during that sixty (60) days period have the opportunity to seek dismissal of the involuntary
petition or otherwise cure said potential default.
Making a general assignment for the benefit of its creditors, or taking the benefit of any insolvency act,
or if a permanent receiver or trustee in bankruptcy shall be appointed for the Contractor(s).
The Districts will provide ten (10) calendar days written notice of default. Unless arrangements are
made to correct the non-performance issues to the District’s satisfaction within ten (10) calendar days,
the Districts may terminate the contract by giving forty-five (45) days notice, by registered or certified
mail, of District’s intent to cancel the contract.
3.16
Vendor Assignments
Vendor hereby assigns to Foundation or Districts any and all claims for overcharges associated with
this contract arising under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973.
Inquiries pertaining to RFPs must give requisition number, codes, and opening date.
3.17
Installation Definition
Software products will be installed at District at the discretion of District. A software product will be
installed at District when District is ready to begin implementation of that software product. Delivery of
media to District or transfer of programs or data onto District storage devices does not constitute
installation. Installation must include a District approved acceptance demonstration of the software
product using model institution data and must be the latest version of the software product requested
by District with all patches, fixes and upgrades to bring that release to its most current version installed
at vendor expense.
3.18 Software Product Licensing Expectations
3.18.1 Warranty of software product
A warranty period begins at the time each software product is installed at District and continues until
the software product is used in production and accepted by District (acceptance is defined in Section
8.5.2). During this warranty period, respondent warrants that the software product will function in
accordance with the respondent’s responses to this RFP and in accordance with the documentation
provided by the respondent for the software product. This warranty is contingent on installation of all
Page 27 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
patches and upgrades provided by the respondent. In the event that the software product does not
perform as warranted, the respondent shall make the software perform as warranted at no cost to
District within a reasonable period but no later than forty-five (45) days after the date of written
notification to the respondent by District.
If the respondent does not make the software perform as warranted, District has the sole right to do
any of the following:


Reject any software product, return same, and receive a full refund for license fees paid, less
a reasonable cost of consulting and delivery support. In no event will District be liable for
more than the contract amount paid to date.
Accept software as is and negotiate an adjusted price settlement.
While in the warranty period, District will have full access to the respondent’s support and any
enhancements or releases that become available.
These remedies are cumulative and District reserves any and all other rights and remedies to which
District is entitled under the law.
3.18.2 Acceptance of software products
A software product will be deemed accepted by District when it has been used in production at District
for six (6) months and there are no unresolved warranty issues that have been reported to the vendor.
3.18.3 Warranty of continued support and ownership by the respondent
The Vendor warrants that it will not cease support of the licensed software products or upgrades to the
products, nor transfer this agreement or the rights under this agreement within five (5) years of the
proposal date without the prior written permission of District.
If Vendor breaches this section, District has the sole right to do any of the following:


Reject any software product, return same, and receive a full refund for license fees paid, less
a reasonable cost of consulting and delivery support. In no event will District be liable for
more than the contract amount paid to date. District reserves all other legal rights.
Obtain full rights to the product for the contract amount paid to date on that software product.
These remedies are cumulative and District reserves any and all other rights and remedies to which
District is entitled under the law.
3.18.4 General software product licensing expectations
District has the right to move the software procured by or developed for the District to any location at
any time as long as it is used for District components.
District has the right to install software, at no additional license or maintenance fees, on additional
systems for non-production purposes, e.g., training, evaluation, etc.
In the event of a disaster or any unforeseeable event that would cause service to be interrupted,
District has the right to run software on any other CPU as may be required to continue normal
business operations.
The license fee will include the installation and activation of the software products at District for a
model institution (a model institution instance with sample data must be provided by the software
vendor).
District will have a perpetual, non-exclusive license to the software, which will survive any sale or
transfer of the Vendor's ownership rights.
Page 28 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
District has the right to install and operate the software suite on multiple hardware platforms at no
additional license or maintenance fee.
District will not be required to relicense any software product or technology procured as part of this
RFP regardless of whether Vendor redevelops this product in a different or newer technology and/or
delivers it under a different product name as long as District is current with Vendor’s maintenance,
enhancement and support programs.
District will request the software product version for the initial installation of any software product at the
time District is ready for the installation of that product. Vendor must incorporate all published patches,
updates and fixes in that version of the software product at the Vendor’s expense before delivering that
software product to District.
Where 3rd party software is used to satisfy a response to a bid requirement, the vendor will provide
such software as part of its contract to District and price it into the schedule. In addition, all other
terms in this section apply to District’s license for the use of the third party software.
Vendor agrees to deliver a currently released copy of the source code for the proposed application
software products upon installation and upon each new release of the products.
Vendor agrees to keep and maintain the currently released copy of the source code for all software
purchased by District in escrow with an escrow agent. Vendor will pay all costs of providing and
maintaining the source code in escrow, including the fee of the escrow agent. Prior to final system
acceptance the Vendor will provide District with a copy of the agreement between the Vendor and the
escrow agent to verify the source code has been placed in escrow. The agreement between the
Vendor and the escrow agent will authorize the escrow agent to release the source code to District in
the event that one or more of these events occur:



Vendor becomes the subject of a bankruptcy proceeding;
Vendor, or its successor company, fails or refuses to support the software installed at the
district;
Vendor, or Successor Company, is unable to support the District as specified in this
agreement district and Vendor.
3.18.5 Support and Enhancement Licensing Expectations
District will be entitled to support and upgrades for a particular software product when that software
product is installed at District.
Product support and enhancement charges for a software product will not commence until one year
after installation of that product at District.
Vendor will offer 24x7 maintenance and help-line coverage to District. This obligation must be binding
on all successors and assigns of the Selected Vendor.
Vendor will not charge District for services, maintenance, travel, food, lodging or other expenses
incurred during the warranty period for warranty work.
District may customize the application source code without affecting coverage under Vendor's
maintenance agreement or warranty on unchanged components of the software.
4
Vendor Information
The vendor must provide all the information in Section 4 about their firm or corporation. The vendor
information must also be provided for each subcontractor that will be providing services in the
respondent’s proposal. Attach the subcontractor’s information, if any, as an attachment to the
response to this RFP in Appendix M rather than duplicating Section 4 in the response itself.
Page 29 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
4.1
Organization Chart of Key Personnel
Provide an organization chart that includes the portion of the respondent’s corporate organizational
structure of management and other officers involved in the decision making process with respect to
this bid and the implementation of a contract. The respondent must include the names, titles, E-Mail
addresses, and phone numbers of these individuals.
4.2
Disclosure of Ownership
Respondents must complete the Disclosure of Ownership form included as Appendix A-3.
4.3
Vendor Demographics
Respondents must complete the Vendor Demographics form included as Appendix Q
4.4
Vendor's Statement of Contractual Disputes and Legal Risk
Please answer the questions below. If any answer is affirmative, respondent must describe the
reasons, its current status and its outlook for the future in sufficient detail for the Foundation and the
Districts to independently verify these statements. Vague statements in the judgment of the
Foundation or the Districts will be considered non-responsive and may disqualify the vendor’s
response.









4.5
Has the respondent or any of its officers, directors, or principal shareholders ever defaulted on
or been alleged to have defaulted on any contract in the past three (3) years?
Has the respondent forfeited any payment of performance bond issued by a surety company
on any contract?
Has the respondent or any of its officers, directors, or principal shareholders returned funds to
any client to resolve contractual disagreements in the past three (3) years?
Has the respondent, or any of its officers, directors or principal shareholders, been subject to
any regulatory agency review with negative findings in the current and past three (3) years?
Within the past three (3) years, has the respondent filed for reorganization, protection from
creditors or dissolution under bankruptcy statues?
Within the past three (3) years, has the respondent been acquired or otherwise changed its
ownership status?
Within the past three (3) years, has the respondent lost any contracts for cause? If so, please
list each contract and the reason(s) for such action. Failure to disclose this information shall
justify termination of this contract by the Districts.
Is the respondent, or any of its officers, directors or principal shareholders, now the subject of
any litigation in which an adverse decision might result in a material change in the firm's
financial position or future viability?
Has the respondent or any of its officers, directors or principal shareholders been convicted of
any criminal violation or been the subject of any criminal investigation?
Corporate Financial Information and Strategy
4.5.1 Annual reports/financial statements
Provide the two most recent annual reports and the two most recent complete sets of audited financial
statements for each Proposal copy. Place in Appendix O.
4.5.2 Higher Education Strategy
Describe the respondent’s corporate strategy for providing products and services to the Higher
Education market. The response may include corporate long-term development and business strategy,
and should address the organization's vision and strategies for future delivery of products and service
to the Higher Education market. Particular discussion of the firms service strategies, in each of the
product areas including Student Administration, Financial Aid, Human Resource Management and
Financial Management are of particular interest to the Districts. Specifically discuss your firm’s strategy
Page 30 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
and current level of participation in the Community College market in general and in California
specifically.
4.5.3 Software Partnership Status
Describe the respondent’s history and current corporate status with your firms for which you are
providing software system implementation services. Include information on your participation in their
testing program or any development projects in which your firm participated with the software firm’s
latest versions.


What specific advantages and benefits would this relationship bring to the Districts? Please
provide evidence of this relationship as well as evidence of any special certifications, etc.
What percentage of the respondent’s business is currently related to implementing the
software system firm bid? What percentage of the respondent’s clients is in higher
education? How many clients of the software system is respondent firm implementing
currently? How many total past and present clients does the respondent have for the
software system you are proposing to implement?
4.5.4 System enhancement strategy
Describe the process by which client requests for system enhancements are considered and prioritized
by the firm as it formulates its future product development and enhancement plans.
Describe the timing for enhancements to higher education or government modules being available in
relation to commercial versions of the software products (if the vendor has multiple versions that are
different by sector). If they are not available at the same time, provide the lag time for the last release
in months by software product.
Describe the timing for software products and required infrastructure being available on various
supported operating systems. If they are not generally available at the same time, provide the lag time
for the last release in months by operating system (e.g., Sun Solaris, HPUX, and AIX) and by software
product.
4.6
Documentation capability assessment
Describe the full range of documentation materials made available to District as part of this proposal,
including the media in which the documentation is available and the access methodology. Provide
samples of the documentation that would be made available to DISTRICT under this proposal.
4.7
Installation capability assessment
Describe the methodology for installing and activating software products at a customer site.
4.8
Product versions and references
For each software product bid in response to this document, provide the following information (where
applicable):











Software product name
Current commercial release number
Current commercial release date
Next planned commercial release date
Current higher ed/government release number
Current higher ed/government release date
Next planned higher ed/government release date
Release bid for this proposal
Date the release bid was/will be generally released
Number of prior releases supported
Date first released
Page 31 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal



4.9
Number sold to higher ed customers
Number in production with higher ed customers
Three higher education references with the product (in production at the reference if available)
Third party software
Where third party software is used to satisfy a bid requirement, the respondent must explain how the
third party vendor coordinates with the responding software product vendor to integrate and maintain
integration with new product releases from both parties. Pricing for third-party software used to satisfy
requirements must be included in the pricing section. Additionally, describe any restrictions on the use
of the third party software (e.g., the application server may only be used to support the respondent’s
applications and not for any District developed applications without incurring additional license fees).
Districts required warranty and other provisions as outlined in the RFP governing installation and
acceptance of primary vendor software will apply to the third party software.
5
Functional and Technical Requirements
Functional and technical detailed requirements were developed using DecisionDirector from Advantiv,
Inc. The Foundation and participating Districts have selected existing requirements developed by
Advantiv contained in their Knowledge Pack database, developed additional requirements to meet the
needs of California Community College Districts and reviewed these requirements over an extended
period.
A complete list of functional and technical requirements is included in Appendix 1 for response
purposes. Only Vendors who formally joined with FCCC to utilize the Advantiv DecisionDirector web
based system will enter their results directly into DecisionDirector via the web. Advantiv will provide
Vendors a file of their results in Adobe pdf format to print off a copy to include in Appendix 1 of each
Proposal copy and to include in the electronic CD format copy to accompany each Proposal copy.
Participating Vendors should have received, under separate cover, information and instructions for
using DecisionDirector to provide the response information. Contact Advantiv at 602.808.0618 if you
have questions relating to this update process.
Vendors who have not chosen to participate through Advantiv will fully complete the functional and
technical requirements in Appendix 1 by providing their responses in hard copy and electronic
versions. An Excel formatted spreadsheet is available in the electronic Zip file from FCCC with this
RFP for that purpose. Responses will be submitted in Appendix 1 of Proposal Responses in both
hardcopy and electronic form.
6
Hardware, Database, Software and Sample Configuration
6.1
Database Platform
Discuss the database environments the version of the software being proposed runs on and which
database your firm recommends. Provide a full explanation and your firm’s recommendations. Please
describe your database implementation for the application software, e.g. all applications on a shared
data base or applications split among two or more databases.
6.2
Hardware Platform and Operating Systems
Describe in full the hardware and operating system options supporting the Software being proposed.
Provide a full explanation of options and your firm’s recommendations. Include information on your
web presentation layers, N-tier architecture and supporting requirements.
Based on the respondent’s experience with other institutions, its knowledge of the four community
college districts and the products to be implemented in response to this RFP, provide a recommended
sample hardware, network, and desktop configuration that would be appropriate for each District. This
configuration should assume an implementation at each individual District or District locations. If
Page 32 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Remote Hosting services are also available, these may be described in this section; however, full
details will be requested in Section 7. Place results of these configurations in Appendix Y-1 through Y4 as appropriate for each District.
Discuss the scalability of this configuration.
7
Remote Hosting Capabilities
This document contains the remote hosting section for the RFP to be issued in June 2003 on behalf of
the participating community colleges of California. The questions are organized under the following
heading, though this is subject to change and is only for internal reference at this time.





7.1
System Configurations
Staffing
Licensing Model
Operations
Miscellaneous
Solution Configuration
Describe the recommended solution configuration for a college, or third-party, to remotely host the
solution for an institution.
Describe how the recommended configuration will affect the hardware, operating system, middleware,
network, and any other technology component for the institution hosting the solution for another
institution. Please clearly identify any required software components that are not provided for within
your response.
Assuming a college, or third-party, is hosting the solution remotely, what hardware, connectivity tools,
middleware, network or internet connections, or any other affected technology is required for the
hosted institutions to access the solution?
Describe the database options if one institution hosts your solution for another institution. Is a single
instance of the database an option, or are multiple instances of the database required? If multiple
instances are required, or recommended, how does this affect the database licensing, pricing and
support?
If only one instance of the database, describe how the database security is setup to ensure each
college can only view their data.
Describe the solution options if one institution hosts the application software for another institution. Is
a single instance of the application software an option, or are multiple instances of the application
software required? If multiple instances are required, or recommended, how does this affect the
application software licensing, pricing and support?
Assuming a college customizes or adapts the solution for a specific institutional requirement, how will
this be handled if the institutions have deployed just one instance of the database and application
software?
7.2
Staffing Considerations
In a remote hosting arrangement, please provide the following staffing requirements on a FTE basis for
the following skill sets for the hosting institution:
DBA
Network Admin.
Page 33 of 112
Hosting 1 College
(example: 1 FTE)
Hosting 3 Colleges
(example: 1.5 FTE)
Hosting 6 Colleges
(example: 2 FTE)
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Project Manager
Student Analyst
Financial Analyst
FinAid Analyst
HR Analyst
Describe any shared-staffing models between the company and an institution, or group of institutions,
that could be use for the institutions to acquire the skill sets on an as-used basis. Clearly identify the
related costs, how they are billed (hourly, daily, monthly, yearly).
7.3
Licensing Model
Describe how the licenses for the application software, database and other third-party tools provided
under this proposal would be affected in a remote hosting model? Clearly identify how the license
costs are affected if only one instance of the software is deployed, or if multiple instances are deployed
for each institution. What, if any, pricing incentives are available if more institutions join the hosting
consortium?
7.4
Operations
Describe limitations, if any, on what applications software and database operations can be supported
locally vs. remotely.
Describe any application software features that could be limited or unavailable, if any, in a remote
hosting configuration.
7.5
Miscellaneous
Does the company offer remote hosting services directly? If so, please provide reference institutions.
If the company has partnered with a third-party to offer remote hosting services, provide a list of the
partners that could provide hosting services. Are the third-party services contracted for under a
separate agreement? If known, please identify the costs for the third-party remote hosting services
broken-down by the different type of service-level-agreements (SLAs).
8
Pricing
Vendor proposals are being requested for software products and professional services to meet the
requirements of Districts and five (5) years of product support and upgrades. Each of these items
must be priced individually and bid by software system, e.g. student, financial aid, finance, human
resource, portal, imaging, and/or other products which require a license and services agreement. In
no case will a software product and its associated support and upgrade component be awarded to
more than one vendor per District. Foundation does reserve the right to award each of the software
products (and its associated support and upgrade component) to a different vendor or to not award
some products at all based on Foundation’s evaluation of the proposals. In addition, the respondent
may also bid the proposal as a whole or in other than required combinations if such bids will create
pricing reductions for the Foundation.
The vendor is expected to provide sufficient pricing details to permit Foundation to understand the
basis for the quotation. At a minimum, the vendor must provide the relative cost of the various
application modules and tools comprising the proposal, any discounts that are applied, and all
assumptions or requirements upon which prices are contingent.
The vendor's cost proposed must be responsive to the requirements contained in this RFP. However,
in the event that additional software is required to achieve the vendor's proposed solutions, these
additional software products must be cited, described and priced. Further, each vendor must describe
and identify the costs associated with product "add-ons" that are not required to satisfy the stated RFP
requirements but are available (from the vendor or from a third party) to extend product and hardware
functionality and efficiency.
Page 34 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Each respondent must complete the accompanying Software, Support and Services Pricing Schedule
included in Appendix Z, and in the process, provide any additional information or explanation that is
necessary to clarify the firm's pricing structure. This schedule must also be completed for any third
party software that is bid as part of the response. Pricing is an important component of the
respondent's proposal, and as such, it will receive significant weighting in vendor evaluation and final
selection.
8.1
Pricing expectations (Place Results in Appendix Z)
It is the Foundation’s expectation that the prices quoted in this proposal will remain valid and in effect
for one hundred eighty (180) days after the proposal openings. If Foundation chooses to request a
best and final offer, the prices in the responses to those best and final offers will be in effect for one
hundred twenty (120) days after the opening of those best and final offers. In the event contract
negotiations begin in good faith before either of the deadlines has expired one hundred eighty days
(180) days after proposal openings or one hundred twenty (120) days after best and final offer
openings, if any), the prices will be fixed until conclusion of those negotiations and then held firm for
one hundred twenty (120) days.
Final negotiated prices for software, maintenance and services are maximal for the period of the
contract. In the event of a general price decline, or should VENDOR sell the same materials and/or
services under similar quantity and delivery conditions to the State of California, or any county,
municipality, political subdivision, or legal entity of the State of California at prices below those
specified in the Contract, such lower prices are to be immediately extended to Districts procuring
through the Foundation.
8.2
Extension of software licenses due to increased usage
There will be no increase in license fees for any product licensed based on metrics (e.g., number of
students, number of employees, number of purchase order lines, university budget, contributions) for
the first five years after execution of the contract.
District software license unit prices on any software products licensed must be valid for five (5) years
from the date a contract is signed. District software license unit prices are determined by dividing the
net cost of the software product to District (after all discounts have been applied) by the units used in
determining that price. Respondent must provide the unit basis for the price (e.g., dollars, UPU,
named users). Yearly price increases to the DISTRICT software license unit prices after the first five
(5) years may not exceed an increase proportionate to the increase in the Consumer Price Index
(“CPI”) for the prior calendar year.
8.3
Support and product upgrade pricing
Product support and upgrade prices on any software products licensed must be valid for five (5) years
from the date a contract is signed. Respondent must provide the basis for the price (e.g., enrollment,
budget, employees, percent of net, CPU, named users). Yearly price increases after the five (5) years
may not exceed an increase proportionate to the increase in the CPI for the prior calendar year.
8.4
Professional Services for Implementation, Installation and Training
Proposals are being requested for professional services for the project planning and implementation of
the District’s ERP projects to meet the requirements of the District.
The District does not anticipate that professional services for each system of specific software project
will be awarded to more than one vendor. However, it is possible that different vendors could be
awarded individual systems within a system suite, e.g. student, financial aid, finance and human
resources. Therefore, Proposers are encouraged to propose pricing structures that are most
advantageous to Foundation Districts.
Page 35 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
The respondent is expected to provide sufficient pricing details to permit the District to understand the
basis for the quotation. At a minimum, the respondent must provide the relative cost of the various
resources and training classes, any discount that are applied, and all assumptions or requirements
upon which prices are contingent.
The Foundation is open to reviewing Fixed Bid Pricing as well as projects based on time and materials
with a “not to exceed cost” or both, whichever the vendor believes creates the best overall strategy for
the District.
Each respondent must complete the two professional Services Pricing Schedules contained in
Appendix Z based on instructions included in Section 8, and in the process, provide any additional
information or explanation that is necessary to clarify the firm's pricing structure. Pricing is an important
component of the respondent's proposal, and as such, it will receive significant consideration in vendor
evaluation and final selection.
Professional services should be priced at the lowest cost available to the District. All professional
services must be bid by Software project component, e.g. Student, Financial Aid, Finance, Human
Resources. Hours spent working at the District or at other locations for the District will be billable.
Travel time is not billable to the District.
Professional services are to be priced including and excluding expenses. Vendors are to state in detail
all assumptions used to derive pricing. Where prices exclude expenses, Vendors are to show the
number of trips needed to implement each system and the average cost per trip they will use to give a
firm estimate on expenses for District consideration.
In all cases, vendors must submit a detailed description of their travel policies including how expenses
are determined and charged per trip including time charged against hours contracted.
The District is open to alternative work arrangements that will allow the Contractor(s) to provide
services from other locations where appropriate and acceptable to the District. As the District expects
its acceptance of such arrangements to reduce the expenses of the Contractor(s), it expects those
savings to benefit the District in the form of lower rates. Documentation of time charged in this
arrangement must be submitted weekly to the District with sufficient detail to reconcile against
invoices.
The professional services pricing schedules that are include as Appendix Z must be completed with a
row for each Product Project bid in response to this RFP.
8.4.1 Implementation Services Pricing Schedule-Rates (Place Results in Appendix Z)
Respondents are asked to provide rates for the ERP product family for respondent and subcontractor
resources that are expected to work on the implementation of the ERP system project at the District as
described in Sections 13-18. Place results in Appendix Z.2. Respondents should use their working
titles. These titles must correspond to the working titles referenced in the resource estimates and
project organizations requested in Sections 13 through 18.
8.4.2 Estimated Implementation Project Costs (Place Results in Appendix Z)
Respondents are asked to provide an estimate, based on their firm’s experience in similar projects, for
the professional services outlined in Sections 13 through 18 by the product family for Implementation
Cost activity. Place results in Appendix Z.3. Include sufficient supporting detail so that the District can
determine how pricing was determined and any relevant assumptions. Note: respondents may wish to
create two proposals, a Fixed Price Bid and a Time and Materials, Not to Exceed bid. Districts are
most interested in implementation projects that will ensure success while taking advantage of the
common procurement process offered by the Foundation.
Page 36 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
9
Implementation General Requirements, Terms and
Conditions
The items in this section represent the District’s general expectations that will apply to the primary
contractor(s) selected to implement the software applications. However, regardless of whether these
items are addressed more specifically, these general requirements will be major themes used in
evaluating the responses. As such, the evaluation of these items for each service provider will be a
significant consideration in the initial evaluation of responses to this RFP.
Each respondent must provide an assessment of how its proposal meets each general requirement.
The following are the general requirements for the primary contractor(s) for the District’s ERP systems
9.1
Primary Contractor
The respondent must have demonstrated experience acting as a primary contractor for the
implementation of the bid software. This must include project management and management of
subcontractors, if included in the RFP, in addition to providing experienced consulting resources.
Describe your experience as a Primary Contractor in software implementation projects. What specific
advantages and benefits would this relationship bring to the Districts?
9.1.1 Relationship with Subcontractors
Describe in detail the respondent’s relationship with any subcontractors that are included in the
respondent’s proposal. What specific advantages and benefits would this relationship bring to the
Districts? How long has the respondent had this relationship with the subcontractor? Describe
engagements in which the respondent served as the primary contractor where the respondent used
the services of the subcontractor. Describe the tasks where the subcontractor will be deployed during
the implementation project(s).
9.1.2 Experienced Personnel
The Districts will be moving from a mix of computing environments including a mainframe based,
legacy systems and client server based systems to new technology. Describe your firm's direct
experience in migrating the proposed system from the respective institution’s system. Will consultants
who performed this work be available on the Districts project?
Although the participating school’s staff is very capable in their existing environment, there is a strong
commitment to transitioning the staff to the new environment as quickly as is appropriate. The Districts
needs to acquire professional services with knowledge of this new environment and the specific
application and technical issues that will arise. Therefore, it is critical that the professional service
contractor is able to provide senior level personnel and subcontractors if bid, with experience that is
appropriate for the software selected and tasks required.
Describe your firm’s commitment to training and certification in the software you are bidding and in
assigning highly trained personnel to the Districts project.
9.2
Demonstrated Experience with Similar Institutions
The respondent must have demonstrated experience in implementing the bid administrative software
at comparable, public institutions or agencies. Specific experience with implementations of the
software company’s latest versions in similar institutions is expected.
9.2.1 Database Platform Experience
The applications will be deployed using a relational database. The respondent must have
demonstrated experience in the deployment of and use these databases in support of ERP package
implementations.
Page 37 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
9.2.2 Hardware Platform Experience
Describe your knowledge and experience in implementing the administrative systems on the hardware
platforms supported by the administrative system vendor you are proposing to implement.
9.2.3 Integration Experience
Respondents must have demonstrable experience integrating other software products with software
products that are not part of the software product family for which they are providing a response.
Please describe your experience in this regard.
9.2.4 Data Mapping
Describe the methods, tools, and processes for mapping the legacy data to the software product family
and performing the conversion. If the Districts must acquire additional software to support this effort,
please specify and specify costs in Appendix Z.
9.2.5 Customization Experience
Although the Districts intends to implement the best practices of the purchased components wherever
possible, there will be instances where state and local policies and laws require variances from those
best practices. For this reason, the respondent must have experience modifying software through
configuration parameters, tables, business rules, and source code. Please describe.
9.2.6 Comprehensive Methodology
The respondent must have a demonstrated and documented methodology for implementation
including initial implementation and upgrades of the bid administrative software products specified in
this RFP. This methodology must provide for the development of appropriate systems documentation.
Describe the methodology used by your firm to achieve successful implementation, conversion, and
process redesign in higher education environments similar to those of the Districts within a restricted
timeframe and budget. Provide sufficient detail for the Districts to understand how this methodology
works and why it is well suited to the District’s needs. Include a discussion of the use of templates,
default tables and other approaches that might reduce the complexity of or time required for the
implementation.
9.2.7 Change Control
The respondent must describe its methodology and procedures for minimizing and prioritizing
modifications to the administrative system product.
The District wants to exploit the capabilities of the software as it is designed and to encourage the
District community to rethink and reengineer work processes and flow around ‘best practices’ as
implemented by software. The District is especially interested in how the Respondent will address
situations where a business area at the District may perceive that its specific business functionality
requirements cannot be met by the base software. Please describe.
The District is particularly concerned about controlling project ‘scope creep’. Respondents must
propose strategies in their responses as to how project scope can be successfully managed and
changes minimized. Please describe.
9.2.8 Self-service Experience
A benefit driving the ERP systems implementations is to provide for the needs of a District that is
growing in size and complexity. This involves not only the projected growth in the number of students
but also the growth in the complexity of the system. Effective self-service applications will allow the
District to manage this growth without commensurate increases in administrative staff. These selfservice applications must be available for prospective students, students, faculty, staff and alumni on a
24x7 basis. Experience implementing self-service functions is required.
Page 38 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
9.2.9 Workflow Experience
The applications will be workflow enabled using the toolsets provided by the software vendor.
Experience implementing workflow using the workflow toolkit that is delivered with the application
software proposed by the respondent is required. Please describe.
9.2.10 Development Toolkit Experience
The toolkits used to develop and maintain the applications vary by software product. The respondent
must have experience providing online, Web-based applications as well as batch and reporting
oriented processes.
9.2.11 Knowledge Transfer
The District expects to become increasingly self sufficient as the ERP project progresses and the
software products move into production. The professional services respondent must have a history of
transferring knowledge about the functional and technical aspects of the software products to the
information technology and functional staffs.
Describe your methods for ensuring a complete “knowledge transfer” such that the District will become
fully capable of managing the system while it is being implemented and beyond.
9.2.12 Portal Experience
Some ERP products incorporate portal frameworks that work with the applications software products.
Experience with the portal associated with any software product for which they are providing a
response is preferred but not required. Please describe your firm’s experience.
9.3
Project Staffing
9.3.1 Project Organization Chart
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1 and Appendix Z.
9.3.2 Consultant Identification and Resumes
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at the District in Appendix O with an indication of the project on which they will
likely work. Indicate their current certification status with the software company you are proposing to
implement, if certification is available, and if not yet certified, date certification is expected. Indicate the
working title the individuals would have for the District engagement. These individuals must be
available for interviews by the District, if requested.
9.3.3 Consultant Preapproval
Describe how the respondent will implement the District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.2.1).
9.3.4 Recommended District Resources
Identify additional recommended in-house resources (in both technical and functional areas) that the
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all the District employees recommended for this project.
9.3.5 Project Staff Training
Describe all recommend training classes that the District project staff (by position) should take prior to,
during or after project initiation. Include functional and technical classes for all team members.
Differentiate recommended vs. required if your bid pricing is dependent upon completion of any
required classes.
Page 39 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
9.3.6 Statements of Work
Draft detailed Statements of Work for each System related project activity and deliverable related to
the implementation of the ERP systems that would be representative of your Firm’s approach. Place
the results in Appendices G-L, as appropriate. Costs associated with these projects and deliverables
will be indicated in Appendix Z.
9.4
Tools & Utilities
Describe any tools and/or utilities your firm provides and indicate whether these tools come at an
additional cost to the District or are provided “free of charge” as part of your consulting services. If it is
at additional cost, identify these costs in the Pricing section, Appendix Z.
9.5
Post Implementation Support
What support do you provide post implementation as part of your consulting engagement?
10
Professional Services Definitions and Expectations for
Installation, Training and Implementation
The District is requesting professional services to include but not be limited to software installation,
training and implementation. In order to understand the scope of each project, the respondent must
have a thorough understanding of this RFP, as well as the products to be implemented
Vendors are asked to describe in detail their recommended services to successful implement the
proposed software solution they support in the California Community College District environment.
Examples of services may include but not be limited to:











Creating a Project Charter
Implementation scoping or fit gap analysis – The selected vendors(s) may perform a gap
analysis comparing the baseline functionality of the software with the requirements of the
District. The “gaps” and proposed customizations to address them must be identified.
Project plans – The selected vendors(s) will assist the District in determining the requirements
for the “initial production use version” as well as the complete implementation. The
respondent will develop detailed project plans for both of these implementations at the level
required to specify and schedule resources and monitor the progress of the project at a task
level.
Staff resource requirements – The selected vendors(s) will identify the District and respondent
resources needed for the project by resource category
Other requirements – The selected vendors(s) will identify other resources that need to be put
in place for the implementation (for example, hardware, software, network resources, etc).
Costs - The selected vendors(s) will provide projected costs for the implementation. The costs
must be presented as an itemization of the incremental (i.e., without regard for the District
resources that are already in place) cost of the software implementation including but not
limited to the costs of contractors, training, additional hardware, additional software, and
additional District staff for backfilling in functional and technical areas. See Appendix Z.
Executive summary - The selected vendors(s) will develop an executive summary of the plan
for distribution at the District.
Management presentations - The selected vendors(s) will participate in the development and
presentation of the plan to the Information Technology Steering Committee, Campus
Information Systems Task Force, and other District audiences.
Training plan – The selected vendors(s) will provide a training plan for functional and technical
staff that will be involved in configuring and implementing the product.
Staff identification – The selected vendors(s) will identify the specific staff of the professional
services primary contractor and the subcontractors that will be assigned to the project.
Implementation assistance and guidance for the following tasks:
o Table Setup/table loading
Page 40 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal





o Data mapping/conversion/migration
o Prototyping
o Building interfaces to external /legacy systems
o Integration between software product modules and sub-modules
o System testing
o Customization of source code to meet the District’s requirements
o Documentation of customizations
Supplying functional expertise:
o Instructing functional/technical project team members in software product functionality
o Assistance and guidance in applying the District's business rules to the software
Mentoring technical staff in:
o Application programming concepts using the tools associated with the software product
o Database Administration during the initial stages of implementation and subsequent
performance tuning
o System /version upgrades
o Standards and documentation creation
Training Services
o Knowledge transfer to the technical and functional staff who will be responsible for
training those who will operate and maintain the software products for which the
respondent is proposing professional
Collaboration with the District's project management for:
o Development of a comprehensive implementation plan
o Task identification, management, and tracking
Management of subcontractors employed by the primary contractor.
11
Professional Services Assessment
11.1
Professional Services References
The size, type, nature, mission, and technological status of the institutions that the professional
services respondent counts among its client base has an effect upon the expertise, direction,
knowledge of best practices, and technical/functional support and expertise available to the District.
The District will review each respondent’s client base for demonstrable experience with implementing
the selected software in comparable institutions. At its discretion, the District may reject proposals from
respondent’s that cannot show successful experience in implementing this software at a number of
comparable institutions.
For engagements in the last five (5) years, the respondent must submit a complete list of comparable
clients and the systems and versions of the software they contracted to implement, including dates of
engagement. Indicate software modules contracted for and status, i.e. implementation in progress or
software in production. Any of these clients may be contacted for reference. Respondents should also
note any experience they have had with other community college districts, colleges, universities, state
agencies in California.
Respondents must provide references of three (3) clients at which the software products proposed
have been implemented or are being implemented if none are in production from the list referenced
above. Respondents must have acted as the primary contractor at those sites. Provide contact
information, as references will be called. Contact information must include both technical and senior
functional area personnel. Further, at least two (2) of these clients should be willing to host site visits
within the two (2) months following proposal due date.
11.2
Professional Services Warranty
Typically, the professional service organization provides continued implementation assistance beyond
defined target completion dates at no additional cost if the failure to meet the defined target dates is
due to the consultant’s inability to adequately complete assigned responsibilities. Document your
company’s policy regarding this practice.
Page 41 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
11.3
Project Management
Describe the proposed project management tools and techniques to be used for developing and
managing the implementation schedule and associated resources. Describe how these project
management tools and approaches will be used to track the status and communicate the status to the
District. If the District must acquire additional software to support this effort, please specify.
Describe the services and resources that your firm would provide in assisting in the implementation of
the software products proposed. This description should include your perceived role in project
management support, planning, technical services, functional expertise, and product expertise.
Describe the appropriate working relationships among the software vendor’s account manager, the
professional services provider, the functional team leaders and the District’s project managers. Based
on past experience, give examples of how the professional services partner should promote those
relationships for the success of the project.
The respondent is responsible for alerting the District’s management of any situation or condition that
could jeopardize major target completion dates or costs. Document your company’s standard practice
with respect to such notification.
11.4
Software Product Family Sequencing
Respondents must propose a recommended sequence for implementing the projects. Describe
sequences that have been used successfully at other sites. The Districts understand that the
implementation of these systems is a complex project requiring the execution of a number of parallel
activities. It is also understood that sequencing is necessary based on a number of factors, including
operational calendars and product dependencies.
11.5
Implementation Plan
Describe the methodology, staffing (both yours and the District’s), and other resource requirements to
implement your systems as proposed. Provide an example from a previous similar implementation
project.
Provide a representative Gantt chart for implementation of each software product family for which the
respondent is proposing implementation services with estimated time frames representing key
milestones, project activities, and deliverables.
11.6
Project Staffing
For each product family for which the respondent is proposing implementation services, provide a
representative project organization chart showing both respondent and the District staff. The working
titles of the respondent’s staff must be indicated so that they can be linked with the rates requested in
Section 8.4.1 and Appendix Z. If needs vary due to Vendor understood differences within the four (4)
participating Districts, then specify by District those differences.
Describe how appropriate staff will be identified and assigned to the District engagement(s). Provide
resumes of staff of the respondent and subcontractors that are likely to be deployed at the District
(Appendix N). Indicate the working title the individuals would have for the District engagement. These
individuals must be available for interviews by the District, if requested.
Describe how the respondent will implement the District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff.
Identify additional recommended in-house resources (in both technical and functional areas) that the
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all the District employees recommended for this project.
Page 42 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
11.7
Alternative Work Arrangements
The Districts are receptive to the idea of alternative work arrangements such as telecommuting or
video conferencing where beneficial to the District. Describe tools and approaches for such
arrangements that might be employed for the District implementation. Describe how employees
working under such arrangements would be managed, time reported and reconciled by the District,
interact with District staff, time reported, etc. How would these work arrangement benefit the District?
What physical resources would the District need to provide in order to support these alternative
working arrangements?
11.8
Contractor Resource Requirements
The District is committed to providing a productive environment for the resources working on these
implementations. What are the physical requirements (office accommodations, furniture, equipment,
phones, etc.) for the respondent’s staff and subcontractors for working on-site at the District?
11.9
Software Extensions
Describe any customizations or interfaces the respondent has developed, or may have access to, at
other comparable institutions that would likely be applicable to the District. Indicate how the
customizations or interfaces could be acquired by the District.
11.10 Software Module Promotion
Describe the approaches and tools used for managing and controlling the promotion of software
modules from development to production status.
11.11 Training/Documentation Capability Assessment
The respondent must indicate its ability to provide technical and functional training services on site in
the operation, functional use, and maintenance of the application software, specifically:





Describe the training plan that would be produced, including the approach to developing a
training needs assessment. Provide samples from previously trained comparable institutions.
Provide course descriptions, prerequisites, costs and durations for each course.
Describe and provide samples of the training materials that would be provided for use during
the technical and functional training. The respondent must recommend appropriate training
plans as part of its offer to implement the proposed software. Technical training consists of
the skills necessary to run, modify and maintain the system (required for programmers,
system administrators, schedulers, database administrators, programmers, and central
maintenance personnel). Functional training is the training required for the functional and
business users of the systems involved in the implementation project (conceptual as well as
hands on).
Describe the types of training (CBT, etc.) that would be provided and the content, class size,
and requirements of the various sessions.
Based on the respondent’s experience at other sites, how have you helped your clients
develop internal documentation including programming standards, system documentation,
and end user documentation?
Provide sample, recommended curriculum for technical and functional staff involved in the
implementation for each software product family for which the respondent has proposed
professional services.
11.12 Consulting Service Agreement
Once selected, the District intends to enter contract negotiations to culminate an agreement with the
selected partner(s) to enable the project to commence at the earliest possible date. Therefore, please
provide with the RFP response your Consulting Services Agreement, which will be the basis for our
review and discussions. The document must be placed in Appendix A-7
Page 43 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
12
RESERVED
13
Student System
13.1
Current Software Projects
Describe in detail the Proposed Software Student Administration projects in which you are currently
involved with the version of the software as bid in this proposal. Include information on when the
projects commenced, indicate how long before each will be completed and the modules involved. You
may also provide information on your project experience in implementing Student Administration
systems for earlier versions if needed to demonstrate your familiarity and expertise with the Proposed
Software. Specifically highlight any implementations in California, particularly in a California
Community College.
13.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
13.3
Post implementation support
What support do you provide post-implementation as part of your consulting engagement?
13.4
Implementation Methodology
Describe in detail your Student Administration implementation methodology and the steps you would
perform to accomplish Districts implementation to the Proposed Student Administration system.
13.5
Project Staffing
13.5.1 Project Organization Chart.
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1 as delineated in Appendix Z.2.
13.5.2 Consultant Identification and Resumes
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix N, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
13.5.3 Consultant Preapproval
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Sections 9.3.3).
13.5.4 Recommended District Resources
Page 44 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
13.6
Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after Student Administration project initiation. Include functional and technical
classes for all team members. Differentiate recommended vs. required if your bid pricing is dependent
upon completion of any required classes.
13.7
Statements of Work for Proposed Services
Draft detailed Statements of Work for each activity and deliverable related to the implementation of the
proposed Student Administration System that would be representative of your Firm’s approach. Place
the results in Appendix G. Costs associated with these projects and deliverables will be indicated in
Appendix Z.
14
Student Financial Aid
14.1
Current Software Projects
Describe in detail the Proposed Software Student Financial Aid System projects in which you are
currently involved with the version of the software as bid in this proposal. Include information on when
the projects commenced, indicate how long before each will be completed and the modules involved.
You may also provide information on your project experience in implementing Student Financial Aid
systems for earlier versions if needed to demonstrate your familiarity and expertise with the Proposed
Software. Specifically highlight any implementations in California, particularly in a California
Community College.
14.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
14.3
Post implementation support
What support do you provide post-implementation as part of your consulting engagement?
14.4
Implementation Methodology
Describe in detail your Student Financial Aid implementation methodology and the steps you would
perform to accomplish Districts implementation to the Proposed Student Financial Aid System.
14.5
Project Staffing
14.5.1 Project Organization Chart
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1 as reported in Appendix Z.2.
14.5.2 Consultant Identification and Resumes
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix N, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
Page 45 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
14.5.3 Consultant Preapproval.
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.3.3).
14.5.4 Recommended District Resources.
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
14.5.5 Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after Student Administration project initiation. Include functional and technical
classes for all team members. Differentiate recommended vs. required if your bid pricing is dependent
upon completion of any required classes.
14.5.6 Statements of Work for Proposed Services
Draft detailed Statements of Work for each activities and deliverables related to the implementation of
the proposed Student Financial Aid System that would be representative of your Firm’s approach.
Place the results in Appendix H. Costs associated with these projects and deliverables will be
indicated in Appendix Z.
15
Financial Management System Implementation
15.1
Current Software Projects
Describe in detail the Proposed Software Financial Administration projects in which you are currently
involved with the version of the software as bid in this proposal. Include information on when the
projects commenced, indicate how long before each will be completed and the modules involved. You
may also provide information on your project experience in implementing Financial Administration
systems for earlier versions if needed to demonstrate your familiarity and expertise with the Proposed
Software. Specifically highlight any implementations in California, particularly in a California
Community College.
15.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
15.3
Post implementation support
What support do you provide post-upgrade implementation as part of your consulting engagement?
15.4
Implementation Methodology
Describe in detail your Financial Administration implementation methodology and the steps you would
perform to accomplish Districts implementation to the Proposed Student Administration system.
15.5
Project Staffing
15.5.1 Project Organization Chart.
Page 46 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1 as delineated in Appendix Z.2
15.5.2 Consultant Identification and Resumes.
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix N, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
15.5.3 Consultant Preapproval.
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.3.3).
15.5.4 Recommended District Resources.
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
15.6
Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after Financial Administration project initiation. Include functional and technical
classes for all team members. Differentiate recommended vs. required if your bid pricing is dependent
upon completion of any required classes.
15.7
Statements of Work for Proposed Services
Draft detailed Statements of Work for each activities and deliverables related to the implementation of
the proposed Financial Administration System that would be representative of your Firm’s approach.
Place the results in Appendix I. Costs associated with these projects and deliverables will be indicated
in Appendix Z.
16
Human Resource System Implementation
16.1
Current Software Projects
Describe in detail the Proposed Software Human Resource System projects in which you are currently
involved with the version of the software as bid in this proposal. Include information on when the
projects commenced, indicate how long before each will be completed and the modules involved. You
may also provide information on your project experience in implementing Human Resource systems
for earlier versions if needed to demonstrate your familiarity and expertise with the Proposed Software.
Specifically highlight any implementations in California, particularly in a California Community College.
16.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
16.3
Post implementation support
What support do you provide post-implementation as part of your consulting engagement?
Page 47 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
16.4
Implementation Methodology
Describe in detail your Human Resource implementation methodology and the steps you would
perform to accomplish Districts implementation to the Proposed Student Administration system.
16.5
Project Staffing
16.5.1 Project Organization Chart.
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1
16.5.2 Consultant Identification and Resumes.
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix J, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
16.5.3 Consultant Preapproval
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.3.3.
16.5.4 Recommended District Resources.
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
16.6
Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after Human Resource project initiation. Include functional and technical classes for
all team members. Differentiate recommended vs. required if your bid pricing is dependent upon
completion of any required classes.
16.7
Statements of Work for Proposed Services
Draft detailed Statements of Work for each activities and deliverables related to the implementation of
the proposed Human Resource System that would be representative of your Firm’s approach. Place
the results in Appendix J. Costs associated with these projects and deliverables will be indicated in
Appendix Z.
17
Campus Portal Implementation
17.1
Current Software Projects
Describe in detail the Proposed Software Portal projects in which you are currently involved with the
version of the software as bid in this proposal. Include information on when the projects commenced,
indicate how long before each will be completed and the modules involved. You may also provide
information on your project experience in implementing Portal systems for earlier versions if needed to
demonstrate your familiarity and expertise with the Proposed Software. Specifically highlight any
implementations in California, particularly in a California Community College.
Page 48 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
17.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
17.3
Post implementation support
What support do you provide post-implementation as part of your consulting engagement?
17.4
Implementation Methodology
Describe in detail your Portal implementation methodology and the steps you would perform to
accomplish Districts implementation to the Proposed Portal system.
17.5
Project Staffing
17.5.1 Project Organization Chart.
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in 8.4.1 and delineated in Appendix Z.2.
17.5.2 Consultant Identification and Resumes.
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix N, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
17.5.3 Consultant Preapproval.
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.3.3).
17.5.4 Recommended District Resources.
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
17.6
Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after Portal project initiation. Include functional and technical classes for all team
members. Differentiate recommended vs. required if your bid pricing is dependent upon completion of
any required classes.
17.7
Statements of Work for Proposed Services
Draft detailed Statements of Work for each activities and deliverables related to the implementation of
the proposed Portal System that would be representative of your Firm’s approach. Place the results in
Appendix K. Costs associated with these projects and deliverables will be indicated in Appendix Z.
Page 49 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
18
Technical Installation, Training and Implementation
18.1
Current Projects
Describe in detail the Proposed technical projects in which you are currently involved with the version
of the software as bid in this proposal. Include information on when the projects commenced, indicate
how long before each will be completed and the modules involved. You may also provide information
on your project experience in implementing systems for earlier versions if needed to demonstrate your
familiarity and expertise with the Proposed Software. Specifically highlight any implementations in
California, particularly in a California Community College.
18.2
Tools & Utilities
Describe any tools and/or utilities your firm provides when working on an implementation project.
Indicate whether these tools come at an additional cost to the District or are provided “free of charge”
as part of your consulting services. If it is at additional costs, identify these costs in the Pricing section.
18.3
Post implementation support
What support do you provide post-implementation as part of your consulting engagement?
18.4
Implementation Methodology
Describe in detail your technical implementation methodology and the steps you would perform to
accomplish Districts implementation to the Proposed Portal system.
18.5
Project Staffing
18.5.1 Project Organization Chart.
Provide a representative project organization chart showing both respondent and District staff. The
working titles of the respondent’s staff must be indicated so that they can be linked with the rates
requested in Section 8.4.1 and delineated in Appendix Z.2.
18.5.2 Consultant Identification and Resumes.
Describe how appropriate consultant staff will be identified and assigned to the District engagement(s).
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at District in Appendix N, with an indication of the project on which they will likely
work. If respondent is not the Software Company, but is an implementation firm who supports the
proposed Software bid in this Proposal, indicate consultants current training and certification status if
any, and if not yet certified, date certification is expected. If the Software vendor does not support
external consultant certification, so indicate. Indicate the working title the individuals would have for the
District engagement. These individuals must be available for interviews by District, if requested.
18.5.3 Consultant Preapproval.
Describe how the respondent will implement District’s expectations for review of staff prior to
assignment to the project and for removal of unacceptable staff (Section 9.3.3).
18.5.4 Recommended District Resources.
Identify additional recommended in-house resources (in both technical and functional areas) that
District should consider for the successful completion of this project. Include representative job titles,
numbers and percentages of dedication for all District employees recommended for this project.
18.6
Project Staff Training
Describe all recommend software training classes that District project staff (by position) should take
prior to, during or after
project initiation. Include functional and technical classes for all team
members. Differentiate recommended vs. required if your bid pricing is dependent upon completion of
any required classes.
Page 50 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
18.7
Statements of Work for Proposed Services
Draft detailed Statements of Work for each activities and deliverables related to the implementation of
the proposed Systems that would be representative of your Firm’s approach. Place the results in
Appendix L. Costs associated with these projects and deliverables will be indicated in Appendix Z.
Page 51 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
List of Appendices
1
DecisionDirector Technical and Functional Requirements
A-1
A-2
A-3
A-4
A-5
A-6
A-7
Intent to Bid
Bid Cover Form & Proposer Certifications
Disclosure of Ownership
Non-Collusion Affidavit
Amendment Acknowledgement Form
Equal Employment Opportunity Compliance Certificate
Software License, Maintenance, Services and Third-Party
Agreements
B
Feather River Community College District-Background
C
San Luis Obispo County Community College District-Background
D
Sierra Joint Community College District-Background
E
Sonoma County Community College District (Santa Rosa)Background
F
Exceptions to Terms and Conditions
G
Statement of Work - Student Administration System
Implementation
H
Statement of Work - Student Financial Aid System
Implementation
I
Statement of Work - Financial Management Implementation
J
Statement of Work - Human Resource Management
Implementation
K
Statement of Work - K Statement of Work - Campus Portal
Implementation
L
Statement of Work - Technical Installation, Training and
Implementation
M
Subcontractor Qualifications
N
Resumes
O
Annual Reports/Financial Statements
P
Vendor Demographics
Q
Vendor Essential Items Not In RFP
R-X Reserved For Vendor Use
Y-1 Feather River CCD-Recommended Configuration
Y-2 San Luis Obispo CCD-Recommended Configuration
Y-3 Sierra Joint CCD-Recommended Configuration
Y-4 Sonoma County CCD-Recommended Configuration
Z
Pricing Schedules
Page 52 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix 1
Technical and Functional Requirements
Page 53 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-1
Intent to Bid
Your firm is invited to submit a Proposal for one or more ERP Systems identified below. The
Foundation requests that you notify us of your intention to submit a response to the Request for
Proposal (RFP).
By submission of this “Intent”, your firm is not required to submit a Proposal response. However, The
Foundation will use the Firm contact information herein provided to communicate official information
regarding this RFP.
The official Foundation representative contact for this RFP is:
Patrick Tyrell-Smith
ERP Projects Director
Foundation for California Community Colleges
140 Mayhew Way, Suite 401
Pleasant Hills, CA 945523
FAX: (925) 287-0358
pts1@cox.net
Please return this Intent to Bid Form by mail or fax to the individual above by 06/30/03.
Bidder Affirmation:
We intend to submit responses to The Foundation for your consideration in the following areas (Please
check all areas applicable below):
___ Student Services Software
___ Financial Aid Software
___ Financial Services Software
___ Human Resource Software
___ Student Services Software Training & Implementation
___ Financial Aid Software Training & Implementation
___ Financial Services Software Training & Implementation
___ Human Resource Software Training & Implementation
___ Other: Please Specify: ___________________________________________
Certifications
I represent that the Individual named below is authorized to represent said Firm and is the official
contact for purposes of this Firm’s RFP response:
Name: __________________________________Title: _____________________________________
Firm: ____________________________________________________________________________
Street: ___________________________________City: _______________State: ______Zip: ______
Phone: _________________ FAX: ________________Email: ________________________________
Signature: ________________________________________Date:__________________
I represent that the Individual named below is authorized to represent said Firm and is the official
contact for purposes of this Firm’s RFP response:
Page 54 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Name: __________________________________Title: _____________________________________
Firm: ____________________________________________________________________________
Street: ___________________________________City: _______________State: ______Zip: ______
Phone: _________________ FAX: ________________Email: ________________________________
Signature: ________________________________________Date:__________________
Page 55 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-2
Bid Cover Form & Proposer’s Certifications
REQUEST FOR PROPOSAL #
BID OPENING DATE:
August 1, 2003
BID OPENING TIME: 2:30 P.M. PST
BID OPENING PLACE:
Foundation for California Community Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
SEALED PROPOSALS MUST BE SUBMITTED TO THE FOLLOWING ADDRESS ON OR
BEFORE 2:30 P.M. ON August 1, 2003; NO PROPOSAL WILL BE ACCEPTED AFTER
THIS DATE/TIME:
Patrick Tyrell-Smith
ERP Projects Director
Foundation for California Community Colleges
140 Mayhew Way, Suite 401
Pleasant Hill, CA 94523
BID COVER FORM MUST BE SIGNED by the authorized agent with authority to
contractually commit the Firm by submission of this Proposal response and ALL
attached files must be returned with bid package. Show RFP opening date, RFP
number, and return address of Firm on sealed bid envelope.
AUTHORIZED AGENT MUST FILL IN AND SIGN BELOW (FAILURE TO SIGN WILL
DISQUALIFY BID)
By signing this Proposal, Proposer certifies that:
We are submitting responses to FOUNDATION for your consideration in the following areas (Please
check all areas applicable below):
___ Student Services Software
___ Financial Aid Software
___ Financial Services Software
___ Human Resource Software
___ Student Services Software Training & Implementation
___ Financial Aid Software Training & Implementation
___ Financial Services Software Training & Implementation
___ Human Resource Software Training & Implementation
___ Other: Please Specify: ___________________________________________
Page 56 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
PROPOSER’S REPRESENTATION AND CERTIFICATION: The undersigned
hereby affirms that:




The Proposer certifies that statements in the RFP response are factual, she/he has satisfied,
from her/his own investigation of the conditions to be met, that she/he fully understands
her/his obligation and that she/he will not make any claim for, or have right to cancellation or
relief.
The Proposer certifies that responses to the functional requirements provided to
DecisionDirector in support of this RFP are true, accurate and complete and that she/he will
not make any claim for, or have right to cancellation or relief.
.He/she is authorized to represent said Firm and is authorized to sign contracts and proposals
in the Firm’s behalf.
The Proposer will accept any awards made to it as a result of this solicitation if the acceptance
is made within 180 calendar days after the proposal due date or 120 days from a Best and
Final Offer or negotiated contract, whichever is longer.
COMPANY NAME: ___________________________________________________
ADDRESS: _________________________________________________________
CITY, STATE, ZIP: ___________________________________________________
AUTHORIZED AGENT: _______________________________________________
(Print or Type Name)
AGENT TITLE: ______________________________________________________
AUTHORIZED SIGNATURE: ______________________________________
DATE: ___________
PHONE NUMBER: ____________________________
FAX NUMBER: ______________________
EMAIL: ____________________________________________
Page 57 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-3
Amendment Acknowledgement Form
Each Proposer shall acknowledge all amendments to the Proposal, and complete
the following information with submission of the Proposal.
Amendment No: ____________
Date Received: ____________
COMPANY NAME: ____________________________________________________
ADDRESS: _________________________________________________
CITY, STATE, ZIP: _____________________________________________________
AUTHORIZED AGENT: ________________________________________________
(Print or Type Name)
AGENT TITLE: ________________________________________________________
AUTHORIZED SIGNATURE” ______________________________________
DATE: ___________
PHONE NUMBER: ____________________________
FAX NUMBER: ______________________
EMAIL: ____________________________________________
Page 58 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-4
Disclosure of Ownership
In compliance with [Does California Law Require a Disclosure of
Ownership Statement], the following declaration is submitted:
___________ Bidder is a sole proprietor
___________ No Stockholder or partner of the corporation or
partnership
holds 10% or more ownership.
___________ Stockholder or Partner Disclosure
Statement is provided herein (below) with name(s)
of shareholder(s) or partner(s) owning 10% or
greater Interest:
Name
Address
% Interest
_____________________
_______________________
__________
_____________________
_______________________
__________
_____________________
_______________________
__________
_____________________
_______________________
__________
_____________________
_______________________
__________
Dated:
__________________
Firm Name:
________________________________________________
By:
________________________________________________
Name (printed):________________________________________________
Title:
Telephone #
_________________________________________________
_________________________________________________
Attention Bidder: Incomplete or incorrect completion of this Proposal Form may
result in rejection of your Bid.
Page 59 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-5
Non-Collusion Affidavit
(NEED A COPY IN WORD TO INSERT)
Page 60 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-6
Equal Employment Opportunity Compliance Certificate
(NEED A COPY IN WORD TO INSERT)
Page 61 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix A-7
Software License, Maintenance, Consulting Services and Third Party
Agreements
Insert your firm’s software license, maintenance and services agreements covering the products and
services as bid in this Proposal Response. Include any Third Party products that have been bid to
satisfy the requirements of this Proposal Response.
Page 62 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix B
Feather River Community College District
DISTRICT ORGANIZATION AND DEMOGRAPHICS
Feather River College is a California Community College. We have a single campus with 28 faculty
members, 52 classified staff and 10 administrators. There are also 75 +/- associate faculty of which
around 2/3 are active in any given semester. We serve approximately 450 full time and 1,200 part time
students per semester. Our annual operating budget is $12,000,000.
CURRENT SYSTEMS
By providing prospective vendors with this information they can factor in existing investments in
infrastructure and develop plans and pricing that may not require total replacement.
Current Computing Environment
I. Computing Platforms
1. Network Inventory
Quantity
Equipment
1
HP3000
1
Outsourced
Description
Computing Options Company Student
Management System
BiTech Financial Management System
2. Desktop Systems
All desktops are Intel Pentium-based running Windows 2000. Standard software includes Microsoft
Office 2000, MS Internet Explorer 6 and MS Outlook. The MIS specialist uses Crystal Reports for ad
hoc reporting.
3. Network Infrastructure
FRC’s network consists of a 100Mbps fiber backbone installed between buildings with 10Mbps
category 5 cable to the desktop within buildings. TCP/IP is delivered via Hewlett-Packard hubs.
Remote access is not supported, except via the Internet to our web site. Network management is
performed by an outside vendor utilizing SNMP tools. Our connection to the Internet is currently being
upgraded from a T1 line to a DS3 line. Network security is provided with a Watchguard firewall. Each
user authenticates to the network when they log in.
II. Current Systems Computing Environment
1. Current Application Systems
The current Computing Options Company student management system is housed on a 937LX HP3000
running MPE/iX. It is delivered to approximately 60 users via Minisoft MS92 terminal emulation
Page 63 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
software. Of the 60 users who have access to the software, approximately 20 are regular users. There
are 10 laser printers and one line printer being used by the student management system which are
accessed using Minisoft Netprint software.
The 937LX currently has 128 mb of memory and a raid system/2X15gb storage drive. The MPE/iX
operating system has a 32 concurrent user license. The database is HP Image/SQL.
The BiTech financial management system is accessed via the internet. The software is housed
remotely on a UNIX system owned by BiTech. Our contract is with the local school district that
contracts with BiTech. There are 8 college staff accessing this system.
Our institution serves approximately 450 full time and 1200 part time students per term. There are
approximately 50 classified staff, 10 administrators and 28 faculty at our institution.
2. Miscellaneous Subsystems
DSPS has an Access based program to track their student contacts. There are programs used to track
SSS/Trio students. EOPS has their own recordkeeping system, either using Excel or Access.
Recruiting has developed their own tracking system for prospects, although there is functionality built
into our current SMS which was originally being used. I’m sure there are others, but am not personally
aware of them.
Page 64 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix C
San Luis Obispo County Community College District
Background on the Institution
San Luis Obispo Community College District (Cuesta College) is a comprehensive public community
college open to all adults and high school graduates who can benefit from its programs and services.
The College's primary mission is to prepare students for successful transfer to four-year colleges and
universities or for successful placement or advancement in rewarding careers. The mission of the
College is also to serve the surrounding community through adult non-credit education and community
services courses and programs.
Cuesta College is one of 108 community colleges in 72 community colleges districts throughout
California and is one of about 40 districts that are single campus operations for credit programs.
Cuesta consists of 2 campus sites, San Luis Obispo and North County and 2 South County Centers
(located at Arroyo Grande High School and Nipomo High School).
Cuesta College has a college-credit enrollment of about 8800 Full Time Equivalent Students (FTES)
with a head count of over 11,000. Cuesta’s enrollment has increased over the years. Approximately
475 faculty, both full time and adjunct, and over 250 support staff, both classified and management,
and over 350 hourly and student employees provide for the instruction and support of these students.
Approximately 1/3 of Cuesta’s students are from out of the area. The median age of the student body
is 27.5. Approximately 45% of the students attend classes only in the day; another 22% are evening
only and the remainder is a combination of the two. Approximately 70% of the student population is
white, 14% is Hispanic, with the remaining ethnic minorities making up the remaining percentages.
Statement of Business Problem
Cuesta is currently using software from different vendors to support the required functionality. Student
Records software is the product of a consortium of California Community Colleges, Fiscal Services
and Personnel software is licensed and supported from a 3rd party vendor. Financial Aid software is a
combination of programs written by Cuesta programming staff and software from the Department of
Education. The Web applications to access the Student Records system were written by Cuesta
programming staff.
The current systems do not seamlessly “talk” to each other. For some critical business processes,
custom programming has been done in order to provide the necessary information to the users.
In November of 2001 Hewlett Packard announced the end of the product life cycle of the HP3000. As
of December 31, 2006 Hewlett Packard will not longer support this platform. This announcement
requires Cuesta to determine a replacement solution.
There are currently 3 FTE on the programming staff and 1 System administrator for the Administrative
software systems. We depend on the contributions of other colleges in the consortium in order to meet
the needs. Cuesta has been a leader in the CCs in providing information from the Student Records
system to its students.
Computer Services is not the only department that has limited staffing. Most of the functional areas
(Student Services, Fiscal Services, Human Resources and Instructional Services) staff is at a very
minimal level. This creates a challenge for the college to continue serving students while
implementing a new enterprise-wide software system.
Page 65 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Extensive customization of purchased Enterprise Resource Planning (ERP) systems is out of the
question. The level of effort required for such an implementation is beyond the scope of our staff thus
requiring outside support at great expense that would be repeated with each new upgrade of the
system. Fortunately, current ERP systems incorporate built-in customization through business rules
and workflow engines.
Ultimately it is expected that the new ERP system will transform the way the College is managed. We
also expect the system to make the College more efficient, enabling the staff to process and monitor
all our operations more effectively and thus making Cuesta a stronger institution.
Statement of Scope and Objectives
The primary objective of this project is the implementation of four major modules, Student, Student
Financial Aid, Financial and Human Resources, in an integrated Enterprise Resource Planning
system.
The business processes that are the weakest in Cuesta’s current system are:




Financial Aid
Integration of HR data with Instructional Services data as it pertains to instructor load and
payroll
Student Accounts
Capacity Planning and Room Use Efficiency
Keeping the existing functionality in other areas while increasing in these areas is one of the goals of
the project.
Over the last few years, Cuesta has moved many student records applications to the web so students
can “self serve”. Cuesta is not willing to give up this functionality.
Background on the Project
Yet to be done!
Current Computing Environment
Infrastructure









Fiber between all buildings
Cat 5 cable to all offices and classrooms
South County centers connected via Citrix technology over existing Internet connection
San Luis Obispo and North County campuses connected via 2 – T1 connections.
2 - T1 lines connect SLO campus to 4CNet (Internet). Bandwidth scheduled to be increased
by the end of 2003 (DS3)
Switched 10mbps/100mbps Ethernet to the Desktop
Every 24 Switched Desktop 10mbps Ports share a Switched 100mbps connection to
backbone switch. Or every 80 switched 100mpbs port shares 1gigabit switched connection to
the backbone switch.
Server OS; Migrating to Windows 2000 or Unix
Administrative software runs on HP3000 running MPE OS
Desktop Systems
Due to the lack of appropriate funding, the Cuesta has to rely on some older computers in employee
offices. Cuesta has determined that Windows is the OS platform that needs to be supported by all
Page 66 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Administrative software systems. As of March 2002, here are the age of computers currently in use by
staff, management and faculty.
Faculty
< 1 year old: 61
1-2 years old: 16
2-3 years old: 36
3-4 years old: 67
Staff and
Management
<1 year old: 56
1-2 years old: 34
2-3 years old: 59
3-4 years old: 45
The goal of the college is to support only 2 Operating systems at a time. Due to the age of currently
installed computers, the current supported OS is Windows 98 and Windows 2000.
Campus standard software installed on all office computers is:
 Office,
 IE 6,
 Outlook
 Acrobat Reader,
 Front Page
 Publisher
Administrative Software
The following is a picture of our current Administrative computing environment. The applications are
identified with the application name on a database icon. All the applications enclosed in the box
labeled HP3000 run on the HP3000. All the applications enclosed in the box in the bottom right-hand
corner run on different servers. They do not necessarily run on the same server.
Following the picture are two lists, one the list of all the applications found on the picture. The second
is the list of the functions found within the major applications; Student Records, Financial Aid and QSS
that currently reside on the HP3000.
Page 67 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Applications found in the Current Environment
Application
Student Records System
Curriculum
Development/Management
Schedule Development
Room Scheduling
Faculty Load management
Student Registration
Credit Card Authorization
Student Challenges/Petitions/Holds
Post Grades
Award Degree/Certificate
Page 68 of 112
Primary User
Platform/Technology
Division / IS
HP3000
IS
Facilities, Comm.
Ed, IS
IS
A&R
A&R, Pub Safety
A&R
A&R
A&R
HP3000
HP3000
HP3000
HP3000 / Web
HP3000 / Internet
HP3000
HP3000
HP3000
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Produce/send Transcripts
Student Probation/Dismissal process
Student Application
A&R
A&R
A&R
CCCApply
First Day Priority System
PAWS
Open Class Finder
Schedule Download for printing
Catalog Download for printing
Class Rosters
Early Alert
Management Reports
Student Fees
Refund Processing
Process Parking Permits
Fee Waiver from Financial Aid
Non-credit lab hour collection
Assessment
Placement/Equivalencies
Create/maintain student SEP
Record Counseling Sessions
EOPS data collection
DSPS data collection
CalWorks data collection
Pre-requisite
approval/equivalencies/rules
Define Facilities
Calendar Setup
Veterans Certification
INS – Visa Manager
College Source
Program Review
A&R
A&R
Student Services
A&R
Public Info
Public Info
A&R, Faculty
Matriculation
Managers
Cashier
Cashier/Fiscal/CS
Public Safety
Financial Aid
IS
Assessment
HP3000 / EDI
HP3000
HP3000 / Web via
XAP
XAP
HP3000 / Web
HP3000 / Web
HP3000/Web
HP3000
HP3000
HP3000 / Web
HP3000
HP3000
HP3000
HP3000
HP3000 / Web
HP3000
HP3000
HP3000
Counseling
Counseling
EOPS
DSPS
CalWorks
IS/Counseling/A&R
HP3000
HP3000
Stand alone
HP3000
Stand Alone
HP3000
VP Admin Services
IS, A&R
A&R
A&R
A&R/Counseling
Division
HP3000
HP3000
Stand Alone
Stand Alone
Web
HP3000
Required Reports
MIS Semester
MIS Financial Aid
MIS Calendar
MIS Employee
MIS Program Award
MIS Assessment
Cal Grant GPA/Enrollment Verification
320 Report
Clearinghouse (tax and student loan)
311 Report
Page 69 of 112
IS, A&R, EOPS,
DSPS, VATEA
Fin Aid
IS
Personnel, IS
A&R
Assessment
Fin Aid
Fiscal
Fin Aid, A&R
Fiscal
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Misc
Instructor Evaluations
Parking Permits
SARS/Grid
ATI Filer
DonerPerfect
INS reporting
Survey software
Scores student tests
Research from MIS data
Community Ed Registration system
Distance Ed software (WebCT)
Library system
Air Conditioning Control
Fire Alarms
Security/Surveillance
Criminal Records (?)
Email
Workorder system
Orientation
ASCC Photo ID system
Assessment Testing Appointments
Assessment Testing
Employee Validation
Quickbooks
ASSIST
SPSS for MIS data analysis
Employee Evaluation Tracking
COTOP
Flex Contract
Computer Inventory
IS
Public Safety
Counseling, DSPS
Student Services
Foundation
A&R
Research
Library
Research
Comm Ed
Library, Faculty
Library
Physical Plant
Physical Plant
Public Safety
Public Safety
Campus
Comp Serv
Counseling
ASCC
Assessment
Assessment
Intranet
Fiscal Services
Counseling
Research
HR
Fin Aid
Staff Dev, Faculty
Computer
Services
HP3000
HP3000
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand alone
Stand Alone
Stand Alone
Stand alone
Stand alone
Stand alone
Web
Stand Alone
Stand Alone
Stand alone
HP3000/Web
Stand Alone
Web
Stand Alone
Stand Alone
Stand Alone
Web
HP3000
Financial Aid
Produce Financial Aid Checks
FAFSA download
Document Tracking
Award/Payments
FISAP reports
Packaging
Fin Aid
Fin Aid
Fin Aid
Fin Aid
Fin Aid
Fin Aid
HP3000
Stand alone
HP3000
HP3000
HP3000
Stand alone
Personnel
Create/maintain Salary Schedules
Personnel Tracking
Employee Placement
Personnel
Personnel
Personnel
HP3000
HP3000
HP3000
Page 70 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Position Control
Letters of Agreement
Personnel
Personnel
HP3000
HP3000 / PC
HP3000 / PC
Accounts Receivable/Payable
Warrant Tracking
A/R Module
Deposit Tracking
Payroll
General Ledger/ Activity
Purchasing
Asset Inventory
Fiscal,
Management
Fiscal, General
Fiscal Services
Fiscal Services
Fiscal Services
Fiscal
Fiscal
General
General
Bookstore
Accounts Receivable/payable
Ordering / Sales/ e-commerce
Bookstore
Bookstore
Stand alone
Stand alone
Business Services
Budget Development/Management
Web Development
Faculty Web Page Builder
Intranet Logon Security
E- Directory
Committee Agendas/Minutes
Access to Library Database
Faculty
Employees
HR, CS,
Switchboard
Committees
Employees/Students
HP3000
Upload to HP3000
HP3000 / PC
HP3000
HP3000
HP3000
HP3000
HP3000
Web
Web
Web
Web
Web
Breakdown of Applications currently residing on HP3000
Application/Function
Student Records System
Curriculum Development/Management
Schedule Development
Room Scheduling
Faculty Load management
Student Registration
Credit Card Authorization
Student Challenges/Petitions/Holds
Post Grades
Award Degree/Certificate
Produce/send Transcripts
Student Probation/Dismissal process
Page 71 of 112
Primary User
Platform
Division / IS
IS
Facilities, Comm
Ed, IS
IS
A&R
A&R, Pub Safety
A&R
A&R
A&R
A&R
A&R
HP3000
HP3000
HP3000
HP3000
HP3000 / Web
HP3000 / Internet
HP3000
HP3000
HP3000
HP3000 / EDI
HP3000
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Student Application
A&R
First Day Priority System
PAWS
Open Class Finder
Schedule Download for printing
Catalog Download for printing
Class Rosters
Early Alert
Management Reports
Student Fees
Refund Processing
Process Parking Permits
Fee Waiver from Financial Aid
Non-credit lab hour collection
Assessment Placement/Equivalencies
Create/maintain student SEP
Record Counseling Sessions
DSPS data collection
Pre-requisite
approval/equivalencies/rules
Define Facilities
Calendar Setup
Program Review
MIS Semester
A&R
Student Services
A&R
Public Info
Public Info
A&R, Faculty
Matriculation
Managers
Cashier
Cashier/Fiscal/CS
Public Safety
Financial Aid
IS
Assessment
Counseling
Counseling
DSPS
IS/Counseling/A&R
MIS Financial Aid
MIS Calendar
MIS Employee
MIS Program Award
MIS Assessment
Cal Grant GPA/Enrollment Verification
320 Report
Clearinghouse (tax and student loan)
311 Report
VP Admin Services
IS, A&R
Division
IS, A&R, EOPS,
DSPS, VATEA
Fin Aid
IS
Personnel, IS
A&R
Assessment
Fin Aid
Fiscal
Fin Aid, A&R
Fiscal
HP3000 / Web via
XAP
HP3000 / Web
HP3000 / Web
HP3000 / Web
HP3000
HP3000
HP3000 / Web
HP3000
HP3000
HP3000
HP3000
HP3000 / Web
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
HP3000
Financial Aid
Produce Financial Aid Checks
Document Tracking
Award/Payments
FISAP reports
Fin Aid
Fin Aid
Fin Aid
Fin Aid
HP3000
HP3000
HP3000
HP3000
QSS - Personnel
Create/maintain Salary Schedules
Personnel Tracking
Employee Placement
Position Control
Personnel
Personnel
Personnel
Personnel
HP3000
HP3000
HP3000
HP3000
Page 72 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Letters of Agreement
QSS - Business Services
Budget Development/Management
Accounts Receivable/Payable
A/R Module
Deposit Tracking
Payroll
General Ledger/ Activity
Purchasing
Asset Inventory
Misc
Parking Permits
Employee Validation
Computer Inventory
Personnel
HP3000 / PC
Fiscal,
Management
Fiscal, General
Fiscal Services
Fiscal Services
Fiscal
Fiscal
General
General
HP3000 / PC
Public Safety
Intranet
Computer
Services
HP3000
HP3000/Web
HP3000
HP3000
HP3000 / PC
HP3000
HP3000
HP3000
HP3000
HP3000
Current Users
There are currently 855 users with logins to the HP3000.

80 logins to QSS, which includes Fiscal Services and Human Resources.

The following logins are to the Student Records account by the following departments:
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Page 73 of 112
16 – Fiscal Services
7 - Bookstore
4 - Calworks
11 - Community Programs
35 - Counseling
5 - Deans
36 – Department Assistants
11 - EOPS
11 - Financial Aid
3 - Foundation
3 – Health Center
23 – Labs for non-credit FTES collection
7 - Library
25 - DSPS
2 - Maintenance
9 - Computer Services
4 – Matriculation/Assessment
4 – Media Production
11 - Nursing
3 - PE
4 - Human Resources
3 - Physical Plant
1 - Research
45 – Admissions and Records
1 - President's Office
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
o
o
o
o
9 - Scheduling/Dean's Assistants
18 - Security
4 - Student Development
2 – Vice President
Changes in Technical Environment - Potential Future
The College anticipates that in the future, in addition to Intel based clients, Personal Digital Assistants
(PDAs), Web Enabled Cell Phones, and wireless devices will become pervasive.

Applications will be Web Based/Browser Based, as well as Thin Client or Terminal Server
based.

The network will be a giga-bit Ethernet switched backbone college-wide, IP Multicasting,
Video and Audio Streaming.

The network and server platforms will be designed to provide 24/7 service and uptime
reliability.

The software environment that the vendors will use will be object oriented and standards
based.
Page 74 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix D
Sierra Joint Community College District
DISTRICT ORGANIZATION AND DEMOGRAPHICS
Sierra Community College District is a multi-campus district which serves Placer and Nevada counties
and parts of El Dorado and Sacramento counties. The main campus is located in Rocklin, Ca. The
other satellite campuses are the Nevada County Campus, located in Grass Valley, Ca; Roseville
Gateway Campus, located in Roseville Ca; Tahoe/Truckee Campus located in Truckee, Ca. Classes
are offered at other off-campus locations in Auburn, Lincoln and Newcastle. The district continues to
experience growth and change as Placer County is currently the fastest growing county in California.
Sierra College District enrollment currently stands at a headcount of 20,000 per term with full time
equivalent students (FTES) of 13,000. Sierra College employs approximately 844 faculty which
includes full time and adjunct. Sierra College currently employs approximately 281 full time employees
which include administrative and classified staff. The Sierra College district annual operating budget
currently stands at approximately $70 million.
CURRENT SYSTEMS
Computing Platforms
1. HOST SYSTEM HARDWARE
Hardware
Host Systems:
Main Memory:
Disk:
Tape:
Printer:
Programming
Terminals:
Production
HP AlphaServer 2000 5/250 (2),
clustered
2 gigabytes (both systems)
81.3 gigabytes over 10 dual
access drives
HP TZ877 cartridge loader (7
tape capacity)
2 HP LP11 impact printers
10 (Gateway PC’s using WRQ’s
Reflection terminal emulation
software)
200
1 of each, UARCO
User Terminals:
Burster and
decollator:
Scanner:
7 Scantron, Model 5200
Communication: 100 megabit Ethernet card (1
each)
2- 9600 baud dial-in modems.
Development
HP AlphaServer 2000 4/275
500 megabytes
47.1 gigabytes over 11
drives
(same)
None
(same)
n/a
n/a
n/a
10 megabit Ethernet card
1- 9600 baud dial-in modem
2. DESKTOP SYSTEMS
The current PC distribution is roughly 90% Windows/Intel and 10% Apple Macintosh. Windows/Intel
systems range from Pentium-based 133MHz systems running Windows 95 or 98 to Pentium 4-based
Page 75 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
systems running Windows XP. Typical Windows/Intel systems consist of various Gateway brand PCs
including E3110s, E3400s, E4200s, E4000s, etc. The majority of the systems on campus run either
Windows 98 SE or Windows XP Professional. Typical default system loads include Microsoft Office
(97, 2000, or XP), Mcafee Virus Shield anti-virus, Microsoft Internet Explorer. Apple Macintosh system
models range from PowerMac 6500 to PowerMac G4 running Mac OS 8 to OS X. Typical default
system loads consist of Microsoft Office (98 or X) and Virex anti-virus.
Crystal Reports version 8.5
3. NETWORK INFRASTRUCTURE
Rocklin Campus
The core of the network at the Rocklin campus consists of an HP Procurve 9304 routing switch. All
buildings on campus (except E building) are interconnected via 62.5/125µ fiber. The following
buildings are connected to the core via Gigabit Ethernet feeds from the Data Center (core switch):


























A Building (Gigabit Ethernet to IDFs)
I Building
L Building
LRC (Gigabit Ethernet to IDFs)
M Building (100Mbps full-duplex Ethernet to IDFs)
S Building (100Mbps full-duplex Ethernet to IDFs)
W Building (Gigabit Ethernet to IDFs)
The following buildings have 100Mbps full-duplex Ethernet feeds:
B Building (feed from M Building)
C Building (feed from M Building)
D Building (feed from Data Center)
E Building (feed from F Building)
F Building (feed from Data Center)
Ft Building (feed from F Building)
G Building (feed from M Building)
H Building (feed from M Building)
J Building (feed from Data Center)
K Building (feed from J Building)
Mt Building (feed from M Building)
N Building (feed from I Building)
P Building (feed from G Building)
PST (feed from X Building)
T Building (feed from Data Center)
U Building (feed from Data Center)
X Building (feed from Data Center)
Z building (feed from Data Center)
Typical workstation connections are 10/100 Ethernet utilizing 10Base-T or 100Base-T. Typical
network edge devices consist of HP Procurve 2524 and 4000M switches. Some areas are still
connected using 10Base-T Hubs (HP Procurve J3301/J3303). Virtually every office and classroom at
each location is wired for network connectivity. The typical workstation outlet consists of 2 data (Cat5
or Cat5e) and one voice (Cat5 or Cat5e) connections.
The Rocklin campus is connected to the internet via a DS-3 connection to 4CNET.
Network management tools include: HP Top Tools, Packateer, Solar Winds, and Microsoft ISA
Firewall.
Other Campuses
Page 76 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
The Roseville Gateway, Nevada County Center (NCC), and Truckee sites are connected to the
Rocklin Campus via point-to-point T1s. Each of these locations has a 100Fdx Ethernet backbone
using HP Procurve 4000m switches as core switches and HP Procurve 2524 and 4000M switches as
edge devices.
Current Systems Computing Environment
1. CURRENT OPERATING/APPLICATION SYSTEMS
Operating system:
Programming language:
Forms development:
Utilities:
Data base:
File access:
HP OpenVMS
COBOL
HP DECforms
HP Code Management System (CMS)
HP Module Management System (MMS)
HP Language Sensitive Editor (LSE)
Oracle Rdb
HP Record Management System (RMS)
The District has also developed applications system support software written in COBOL
The data base management system (DBMS) that Sierra College uses is Oracle’s Rdb. It is a relational
database which also allows data tables to be explicitly defined in the data base definition language.
The database definition is used to compile, among other components, the access routines which are
responsible for accessing and manipulating the database. The database is accessed via hostlanguage interface statements which are compiled with the application programs. The language used
is COBOL. Each Rdb statement in the application program invokes a portion of the access routines
which in turn performs all of the data manipulation and definition functions that are required of the Rdb
statement.
Sierra College uses a terminal emulation package for our Microsoft Windows compatible PC's from
Walker Richter Quinn (WRQ) Corporation, which provides full VT terminal emulation to our Alpha
systems. This emulation is accomplished by a combination of both hardware and software. The
hardware configuration used is an Ethernet card which provides a direct connection to Sierra’s
network.
Other parameters
Student enrollment (Spring 2003)
Rocklin campus
NCC campus
NCC off-campus
Roseville Gateway
Tahoe/Truckee
Other
Employees (PT & FT)
Network connections
# of batch programs
# of on-line programs
# of screens
Data Base (gigabytes)
19,682
14,801
1,598
512
1,520
401
850
1,200
2,000
505
77
206
6.6
Workload Data:
Production
Page 77 of 112
Low
Average
High
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Daily DB update transactions
Message length in characters
Response time in seconds
Daily print lines
Daily batch jobs
Daily concurrent batch jobs
Daily CPU minutes
Daily execution elapsed hours
Daily disk IO’s
20,000
1,920
90
214,020
316
20
1520
1850
6,176,818
1,200
800
1
0
5
0
78
215
293,122
8,100
N/A
2
68,803
143
12
623
1012
2,289,801
Current Systems Supported:
Student Services Systems:
Each system is designed using integrated data base techniques, primarily supporting online systems
(both update and inquiry) but also batch processing capability. The systems include:
Assessment
Admissions
Registration Appointment Scheduling
Registration
Student Program Adjustments-Add/Drops
Grade Reporting
Archival & Retrieval of Inactive Students
Attendance Reporting
Academic History
Enrollment Data/Contact Hours
Financial Aid Award Processing
Vocational Education Reporting
State Reporting
Fee Collection & Reporting
Research Reporting
Course Catalog System
Class Schedule Generation
Instruction Reporting
Facilities Data & Room Utilization
Special Program (EOPS, Handicapped Services,
Veteran) Reporting
Health Services Updating and Reporting
Business and Financial Systems:
The accounting system is a typical double-entry, modified accrual basis, fund accounting with 8 funds
and approximately 8,000 accounts. All updates are done online. Some production jobs are batch.
Major systems include:
Financial Accounting System:
Accounts payable/encumbrances
Accounts receivable
Budget preparation
Chargeback
Online management financial summary
Grant accounting
Purchasing
Page 78 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Financial statements
Warrant production
Payroll System:
Salary and benefit administration
Payroll, distribution & adjustments
Vacation & sick leave accounting
Interface with County payroll system
Personnel Systems:
Personnel data
Faculty load information
State Staff Data Reporting
MISCELLANEOUS SUBSYSTEMS
Third Party Software:
SARS
Hershey
PFAIDS
Medpro
QSS – Placer County Office of Ed.
LRC Patron, Endeavor
ASSC Student Body Card
Quark
JT Database Software for FTES Collection
EPOS – eReg and Phone Reg
Exchange 2000
External Reporting:
Chancellor’s Office
MIS Reporting – Staff, Student, IPEDS
CSAC – State Reporting
NSLCH – National Student Loan Clearing House
Hope Scholarship – Admissions and Records
Degreecheck.com – Credentials Inc.
Page 79 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix E
Sonoma County Community College District (Santa Rosa)
DISTRICT ORGANIZATION AND DEMOGRAPHICS
District Overview
Santa Rosa Junior College, a publicly funded California Community College founded in 1918, is one of
the largest single college districts in the country. The college attracts more than 37,000 students each
semester and offers classes at a variety of locations throughout Sonoma County. The District
encompasses more than 1,600 square miles, stretching from the southern portion of Mendocino
County in the north to the northern tip of Marin County in the south. It is bordered to the west by the
Pacific Ocean and to the east by Napa and Lake Counties. Offering a comprehensive educational
program in both general and vocational education, Santa Rosa Junior College has two campuses, one
in Petaluma and one in Santa Rosa, located 35 and 52 miles north of San Francisco, respectively; a
365-acre self-sustaining college farm; a new Technology Academy in Sonoma County's Telecom
Valley; and a state of the art Public Safety Training Center in Windsor.
The staff at Santa Rosa Junior College is composed of over 300 full-time faculty, 1200 adjunct faculty,
450 classified staff and 80+ administrators. The annual budget exceeds 90 million dollars and in March
2002 the voters of the district approved a 251 million dollar general obligation bond that will support
projects from the following areas:







Renovation and Modernization
College-wide Safety and Security Improvements
College-Wide Energy Efficiency
College-Wide Wiring and Technology for Computers, Internet Access and an Effective
Learning Environment
Facilities Replacement, Expansion and New Construction
Land and Building Acquisitions
College-wide Parking and Traffic Abatement
One unique feature of the college is the Doyle Trust Fund. In 1948 Frank P. Doyle, founder of the local
Exchange Bank, established a trust fund for scholarships for SRJC students. In academic year 200203, 5,105 students were awarded more than $5 million in scholarships and grants from the Doyle Trust
Fund. In the same year, the SRJC Foundation awarded nearly $500,000 in endowed scholarships to
over 600 students. More than 50 percent of full-time students at the college receive support from the
Doyle Trust.
CURRENT SYSTEMS
Current Computing Environment
Computing Platforms
Servers:
HP 3000 server - The server used for the administrative functions (Student Records, Business and
Human Resources) is an HPe3000 model 979KS/400 running the MPE/iX operating system. For most
of the year, the system performance is excellent with the exception of the first week of "Open
Page 80 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Registration" and the first week of the semester. During these times, the server is severely impacted
by thousands of students attempting to register at the same time causing the server to be noticeably
sluggish.
On November 14, 2001, HP announced the retirement of the HPe3000 platform and they will stop
selling new HPe3000 servers or upgrades after October 31, 2003 and they will end of support of all
HPe3000 servers on December 31, 2006.
NT/Linux Servers - The College has in excess of 50 different servers using the Windows 2000, NT,
Linux, and Unix operating system. The most important servers are those used for our College Wide
Information System (main web server), Domain Controllers, E-Mail, Shared File Resources, SRJC
Foundation, Medical records (Medicat), Dental Office Training (Dentrix), Financial Aid, Purchasing,
DHCP (Dynamic Host Configuration Protocol server) and Student Services (Autobahn).
DESKTOP SYSTEMS
The philosophy of the district has been to provide all those who could benefit with the appropriate
desktop or portable computers. This philosophy has in large part been successfully implemented within
the boundaries of limited funds. The most recent data submitted to the California Community College
Chancellor’s Office indicate that 91% of permanent faculty and 90% of full-time administrators and
classified staff have personal computers assigned to them. Those without an assigned computer have
access through open labs or shared computer resources. Of the 675 computers (50% Windows 50%
Apple) assigned to our employees, 19.6% are less than one year old, 9.3% are one to two years old,
and 71.1% are over two years old. Software for these computers includes the standard Microsoft
Office Suite (Word, Excel, Power Point and Outlook), virus protection software, PageMaker (by
request), PhotoShop (by request), Windows operation systems (3.1, 95, 98, NT, 2000), Macintosh
operating system (8 and above) and various specialty applications. We are currently in a four year
refresh cycle and have plans to purchase about 250 new systems each year.
We prefer that administrative software run on Windows 2000 and Mac OS X computer systems.
Software for our computers includes the standard Microsoft Office Suite (Word, Excel, Power Point
and Outlook), virus protection software, PageMaker (by request), PhotoShop (by request), Windows
operation systems (3.1, 95, 98, NT, 2000), Macintosh operating system (8 and above), Explorer
(version 4 and above), Netscape (version 4 and above) and various specialty applications.
Most of the support/report writing tools currently used are developed in house with web based online
reports and Excel spreadsheets. In addition we have a few users using Brio and Crystal.
NETWORK INFRASTRUCTURE
The Current Environment has the Santa Rosa Campus and Petaluma Campus connected with two 100
MB fiber links. The Santa Rosa Campus links to the Public Safety Training Center and Shone Farm at
44 MB and 10 MB using wireless links. The Technology Academy is connected with a single T1 data
line. The Fast Ethernet, wireless and T1 lines terminate at routers which act as traffic cops to control
incoming and outbound information. Within each site a core switch (Cisco 6500, Cisco 5500, Cisco
6000, Cisco 4000) collects and distributes data to the remote rooms and building at Gigabit, Fast
Ethernet, or Ethernet speeds. Collectively there are over 90 Cisco switches and 30+ assorted hubs
connecting all segments of the college. Buildings typically are connected with fiber or Category 5
copper wire and have a Gigabit or Fast Ethernet switch which serves as a collection point for other
switches in the building. The users are connected to these switches by copper cable at speeds of 10
megabits per second or 100 megabits per second. Most of the users have Category 5 cable connected
to Cisco switches but a substantial number are still using old Category 3 cable (slow connectivity) and
shared hubs.
Internet connectivity is provided from 4CNet by a fractional DS3 line (10 MB) at Santa Rosa Campus
and an alternate T1 line at the Technology Academy in Petaluma provided by SBC/Pacific Bell.
The long-term goal is to support only TCP/IP. The general strategy is to provide Gigabit connectivity
between all buildings; within buildings Fast Ethernet to the desktop when appropriate.
The majority of the users have Category 5 cable connected to Cisco switches but a substantial number
are still using old Category 3 cable (slow connectivity) and shared hubs. Those who have Cat 5 wire
Page 81 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
are connecting with RJ45 jacks at Ethernet or Fast Ethernet speeds. Those with Cat 3 cable are using
10Base-T RJ45 jacks.
We have a small pool of eight dial in access modems which provide PPP connectivity at 28.8 Kbps at
the Santa Rosa Campus.
For network monitoring we are using Solarwinds.Net and Big Brother. These tools monitor our network
24 hours a day but are only viewed by our staff from 8 am till 9 pm daily.
Internet connectivity is provided from 4CNet by a fractional DS3 line (10 MB) at Santa Rosa Campus
and an alternate T1 line at the Technology Academy in Petaluma provided by SBC/Pacific Bell.
Santa Rosa Junior College shares a common network infrastructure that provides Local Area and
Wide Area network access to instructional and operational users. For those users who come in from
off-campus locations we have a Cisco PIX firewall that filters unwanted traffic. In addition, users
requiring secure resources must provide a user name and password to gain access to systems.
Typically, student data, E-Mail (Outlook users), and restricted data are transported in encrypted
packets. On campus users are restricted by the use of Vlans and NT security groups.
Current Application System
History/Evolution of Systems
Over the past two decades the Administrative Software needs of Santa Rosa Junior College have
been addressed by purchasing vendor packages and by locally developing custom software. In
general, the Business Office and Human Resources needs have been met by purchasing vendor
packages and the Student Package has been custom developed.
The current Business and Human Resources package was developed by California Educational
Computer Consortium (CECC). The locally developed Student Package (California Community
College Software Consortium) was first installed in the Spring of 1980 and has been improved by a
staff of programmers, operators, and technicians for the past two decades.
Student Package (Curriculum & Scheduling; Financial Aid & Scholarship;
Admissions and Records)
Currently Santa Rosa Junior College is a member of the California Community College Software
Consortium (CCCSC). This is an association of eight community colleges (Cuesta, Monterey
Peninsula, Mendocino, Pasadena, Napa Valley, Gavilan, Lassen, and Santa Rosa). This association
contributes resources and shares in the development of our Student Records system. The majority of
the new Student Records enhancements has come from and continues to be developed at the Santa
Rosa campus.
The custom package that currently services the needs of our students (35,000 to 40,000 per semester)
is a complex array of software applications that addresses Admissions, Registration, Student Records,
Student Services, Financial Aid/Scholarship, EOPS, Matriculation, and MIS Reporting. The software
programs are primarily written in COBOL, RPG and Speedware. More recently, programming staff
have been using Visual Basic, HTML/CGI/Autobahn, and other application languages to develop
modern applications using relational databases (Microsoft SQL).
The current database which contains the majority of the student and financial information runs on the
HP 3000. This database (Turbo Image) is hierarchical in nature and will not be supported by HP after
2007. Computing Services, Student Services staff, and the Business Office/Human Resources staff
are responsible to insure that the databases are accurate, secure, consistent, and shared among
information systems.
Page 82 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Financial Aid System - SAFERS
The Financial Aid Office began using SAFERS from Computing Options Company (COCO) in Spring
of 1985. The package takes care of all Financial Aid Office’s functions and has an interface to the
Turbo Image database on the HP 3000 to obtain student information. SAFERS is a comprehensive
software product for management of the financial aid function. It allows the user to record and retain
virtually unlimited information on student financial aid information including document tracking,
awarding, and disbursement data, as well as to prepare letters and mailing labels based on a wide
variety of variables.
Finance and Human Resources Systems
Santa Rosa Junior College is currently dependent on the Sonoma County Office of Education for the
production of its payment warrants. In cooperation with the County we are both members of the
California Educational Computer Consortium (CECC). This consortium is the vendor that supplies our
Financial and Human Resources software. The Financial and Human Resources systems are
composed of several subsystems including budget development, budget management, general ledger
processing, accounts payable processing, payroll processing, STRS and PERS retirement systems
processing, purchasing and MAGIC (Human Resources Management).
The Financial system runs on the HP 3000 (Turbo Image database) and process all the Business
Office functions necessary to handle an annual budget in excess of 95 million dollars. In the Human
Resources area our system keeps payroll and retirement information on over 300 full-time faculty,
1200 adjunct faculty, 450 classified staff, 80+ administrators, and several hundred part-time workers.
Miscellaneous Subsystems
Raiser’s Edge by Blackbaud is used as our tracking system for Fundraising by our Santa Rosa Junior
College Foundation.
We use ATI Filer for our imaging and document conversion software.
Page 83 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix F
Exceptions to Terms and Conditions
Page 84 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix G
Statement of Work – Student Administration System Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
Page 85 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix H
Statement of Work – Student Financial Aid System Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
Page 86 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix I
Statement of Work – Financial Management Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
Page 87 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix J
Statement of Work – Human Resource Management Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
Page 88 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix K
Statement of Work – Campus Portal Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
.
Page 89 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix L
Statement of Work – Technical Installation, Training and Implementation
Insert detailed Statements of Work for each project’s activities and deliverables related to this project
(as applicable) that would be representative of your Firm’s approach.
Page 90 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix M
Subcontractor Qualifications
Insert detailed information on subcontractor qualifications, as specified.
Page 91 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix N
Resumes
Provide resumes of staff of the respondent, and subcontractors (identified on resume) if any, that are
likely to be deployed at FOUNDATION, with an indication of the project on which they will likely work.
Indicate their current PeopleSoft 8 certification status, and if not yet certified, date certification is
expected. Indicate the working title the individuals would have for the FOUNDATION engagement.
These individuals must be available for interviews by FOUNDATION, if requested.
Page 92 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix O
Annual Reports/Financial Statements
Provide the two most recent annual reports and the two most recent complete sets of audited financial
statements.
Page 93 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix P
Vendor Demographics
Human Resource Distribution by Function
Total Corporation
Higher Education
Group (if
applicable)
Total number of employees
Number of employees in sales & marketing
Number of employees in support
Number of employees in consulting services
Number of employees in research and development
Page 94 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Q
Vendor Essential Information Not Specified In RFP
Page 95 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendices –R-X
For Vendor Use
Page 96 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Y-1 Feather River CCD
Recommended Configuration
Page 97 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Y-2 San Luis Obispo CCD
Recommended Configuration
Page 98 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Y-3 Sierra Joint Community College District
Recommended Configuration
Page 99 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Y-4 Sonoma County CCD
Recommended Configuration
Page 100 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Z-1 Feather River CCD
Pricing Schedules
Note to Proposers: Appendix Z is to be completed individually for each of the four (4) Districts
participating in the Foundation ERP procurement. All statements and instructions included in Section 8
Pricing apply to the results placed in Appendix Z. It is critical that pricing be presented in a
straightforward way with all detailed assumptions clearly stated so that the Foundation and the districts
can understand how prices were derived and are comparative among all Proposers bidding software,
maintenance and/or services.
Z.1
Software and Support Pricing Schedule
The following software pricing schedule should be completed with a row for each software product bid
in response to this RFP. Add rows as needed. Include database management, reporting and query
tools, and any other software products that are included in Proposer response to meet the
requirements of this Proposal.
The Foundation wishes to establish a unit price for each software system based upon whatever
metrics the vendor requires and will be pleased to provide vendors with information necessary to
compute a unit price.
Software
Product
Software license
Software support and
upgrades-Year 1
Version
proposed
Price
Basis
District
Units
District
Unit price
Price
Basis
Software
product 1
(sample)
n.n.n
$9,999
CPU, etc.
9,999
9,999
9,999
CPU, etc.
Software
product 2
(sample)
n.n.n
$9,999
Employee
s, etc.
9,999
9,999
9,999
Employees,
etc.
Total
Z1.1
Discounts
Please describe in detail all discounts that have been factored into the pricing schedule or are
otherwise proposed. We invite Proposers to be creative with discounts, keeping in mind that multiple
institutions are considering each proposal and Proposers may have multiple selections. There is every
expectation on the part of the Foundation that substantial price discounts and/or other concessions will
be offered through the Foundation’s efforts to streamline the procurement process for Proposers
through one competitive procurement process rather than four individual processes.
Z1.2
Page 101 of 112
Ongoing Support Costs
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Please sequence the software products in the exact same order as in Z1 above and report price and
basis for on-going support costs in years 2-5.
Software
Product
Yr 2
Price
Yr 2
Basis
Yr 3
Price
Yr 3
Basis
Yr 4
Price
Yr 4
Basis
Yr 5
Price
Yr 5
Basis
Total
#1
#2
Total
Please provide supplemental information on pricing advantages for periods longer than 5 years,
prepayment options that might be advantageous, etc.
Z.2
Professional services pricing schedules
The following professional services pricing schedules must be completed with a row for each Software
Product Project bid in response to this RFP.
Z.2.1 Implementation Services Pricing Schedule
Respondents are asked to provide rates by Software product family for respondent and subcontractor
resources that are expected to work on the implementation of the Software project at the individual
districts as described in Sections 13 through 18. Place results in the table below and add Categories
and rows as necessary. Respondents must use their working titles. These titles must correspond to
the working titles referenced in the resource estimates and project organizations requested in Sections
13 through 18.
Product Family
Resource
category
Hourly
rate
including
expense
s
Hourly
rate
excludin
g
expense
s
Student Administration
System
Student Financial Aid
System
Working title1
Working title 2
Working title 3
Etc
Working title 1
Working title 2
Working title 3
Etc
Human Resources
Management System
Working title1
Working title 2
Working title 3
Etc
Page 102 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Financial Management
System
Working title1
Working title 2
Working title 3
Etc
Z.2.2 Estimated Implementation Project Costs
Respondents are asked to provide an estimate, based on their Firm’s experience in similar projects, for
the professional services outlined in Sections 13 through 18 by Software product family for
Implementation Cost activity. Place results in the table below and add categories and rows as
necessary. Include sufficient supporting detail so that FOUNDATION can determine how pricing was
determined and any relevant assumptions. Identify under each System or Category the components
such as installation, training, conversion, project management, report development, etc. that is
standard or otherwise proposed as essential to the success of the implementation and therefore bid in
the Proposer’s response to the RFP.
Software Product Family
Price
including
expenses
Price
excluding
expenses
Elapsed
time to
complete
Student Administration
System


Student Financial Aid

Human Resource
Management System

Financial Management
System


Other

Other

Other

Page 103 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Z-2 San Luis Obispo CCD
Pricing Schedules
Note to Proposers: Appendix Z is to be completed individually for each of the four (4) Districts
participating in the Foundation ERP procurement. All statements and instructions included in Section 8
Pricing apply to the results placed in Appendix Z. It is critical that pricing be presented in a
straightforward way with all detailed assumptions clearly stated so that the Foundation and the districts
can understand how prices were derived and are comparative among all Proposers bidding software,
maintenance and/or services.
Z.1
Software and Support Pricing Schedule
The following software pricing schedule should be completed with a row for each software product bid
in response to this RFP. Add rows as needed. Include database management, reporting and query
tools, and any other software products that are included in Proposer response to meet the
requirements of this Proposal.
The Foundation wishes to establish a unit price for each software system based upon whatever
metrics the vendor requires and will be pleased to provide vendors with information necessary to
compute a unit price.
Software
Product
Software license
Software support and
upgrades-Year 1
Version
proposed
Price
Basis
District
Units
District
Unit price
Price
Basis
Software
product 1
(sample)
n.n.n
$9,999
CPU,etc.
9,999
9,999
9,999
CPU,etc.
Software
product 2
(sample)
n.n.n
$9,999
Employee
s,etc.
9,999
9,999
9,999
Employees,
etc.
Total
Z1.1
Discounts
Please describe in detail all discounts that have been factored into the pricing schedule or are
otherwise proposed. We invite Proposers to be creative with discounts, keeping in mind that multiple
institutions are considering each proposal and Proposers may have multiple selections. There is every
expectation on the part of the Foundation that substantial price discounts and/or other concessions will
be offered through the Foundation’s efforts to streamline the procurement process for Proposers
through one competitive procurement process rather than four individual processes.
Z1.2
Page 104 of 112
Ongoing Support Costs
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Please sequence the software products in the exact same order as in Z1 above and report price and
basis for on-going support costs in years 2-5.
Software
Product
Yr 2
Price
Yr 2
Basis
Yr 3
Price
Yr 3
Basis
Yr 4
Price
Yr 4
Basis
Yr 5
Price
Yr 5
Basis
Total
#1
#2
Total
Please provide supplemental information on pricing advantages for periods longer than 5 years,
prepayment options that might be advantageous, etc.
Z.2
Professional services pricing schedules
The following professional services pricing schedules must be completed with a row for each Software
Product Project bid in response to this RFP.
Z.2.1 Implementation Services Pricing Schedule
Respondents are asked to provide rates by Software product family for respondent and subcontractor
resources that are expected to work on the implementation of the Software project at the individual
districts as described in Sections 13 through 18 Place results in the table below and add Categories
and rows as necessary. Respondents must use their working titles. These titles must correspond to
the working titles referenced in the resource estimates and project organizations requested in Sections
13 through 18.
Product Family
Resource
category
Hourly rate
including
expenses
Hourly rate
excluding
expenses
Student Administration
System
Student Financial Aid System
Working title1
Working title 2
Working title 3
Etc
Working title 1
Working title 2
Working title 3
Etc
Human Resources
Management System
Working title1
Working title 2
Working title 3
Etc
Financial Management
System
Working title1
Working title 2
Page 105 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Working title 3
Etc
Z.2.2 Estimated Implementation Project Costs
Respondents are asked to provide an estimate, based on their Firm’s experience in similar projects, for
the professional services outlined in Sections 13 through 18 by Software product family for
Implementation Cost activity. Place results in the table below and add categories and rows as
necessary. Include sufficient supporting detail so that FOUNDATION can determine how pricing was
determined and any relevant assumptions. Identify under each System or Category the components
such as installation, training, conversion, project management, report development, etc. that is
standard or otherwise proposed as essential to the success of the implementation and therefore bid in
the Proposer’s response to the RFP.
Software Product Family
Price including
expenses
Price
excluding
expenses
Elapsed
time to
complete
Student Administration System


Student Financial Aid

Human Resource Management
System

Financial Management System


Other

Other

Other

Page 106 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Z-3Sierra Joint Community College District
Pricing Schedules
Note to Proposers: Appendix Z is to be completed individually for each of the four (4) Districts
participating in the Foundation ERP procurement. All statements and instructions included in Section 8
Pricing apply to the results placed in Appendix Z. It is critical that pricing be presented in a
straightforward way with all detailed assumptions clearly stated so that the Foundation and the districts
can understand how prices were derived and are comparative among all Proposers bidding software,
maintenance and/or services.
Z.1
Software and Support Pricing Schedule
The following software pricing schedule should be completed with a row for each software product bid
in response to this RFP. Add rows as needed. Include database management, reporting and query
tools, and any other software products that are included in Proposer response to meet the
requirements of this Proposal.
The Foundation wishes to establish a unit price for each software system based upon whatever
metrics the vendor requires and will be pleased to provide vendors with information necessary to
compute a unit price.
Software
Product
Software license
Software support and
upgrades-Year 1
Version
proposed
Price
Basis
District
Units
District
Unit price
Price
Basis
Software
product 1
(sample)
n.n.n
$9,999
CPU,etc.
9,999
9,999
9,999
CPU,etc.
Software
product 2
(sample)
n.n.n
$9,999
Employee
s,etc.
9,999
9,999
9,999
Employees,
etc.
Total
Z1.1
Discounts
Please describe in detail all discounts that have been factored into the pricing schedule or are
otherwise proposed. We invite Proposers to be creative with discounts, keeping in mind that multiple
institutions are considering each proposal and Proposers may have multiple selections. There is every
expectation on the part of the Foundation that substantial price discounts and/or other concessions will
be offered through the Foundation’s efforts to streamline the procurement process for Proposers
through one competitive procurement process rather than four individual processes.
Z1.2
Page 107 of 112
Ongoing Support Costs
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Please sequence the software products in the exact same order as in Z1 above and report price and
basis for on-going support costs in years 2-5.
Software
Product
Yr 2
Price
Yr 2
Basis
Yr 3
Price
Yr 3
Basis
Yr 4
Price
Yr 4
Basis
Yr 5
Price
Yr 5
Basis
Total
#1
#2
Total
Please provide supplemental information on pricing advantages for periods longer than 5 years,
prepayment options that might be advantageous, etc.
Z.2
Professional services pricing schedules
The following professional services pricing schedules must be completed with a row for each Software
Product Project bid in response to this RFP.
Z.2.1 Implementation Services Pricing Schedule
Respondents are asked to provide rates by Software product family for respondent and subcontractor
resources that are expected to work on the implementation of the Software project at the individual
districts as described in Sections 13 through 18. Place results in the table below and add Categories
and rows as necessary. Respondents must use their working titles. These titles must correspond to
the working titles referenced in the resource estimates and project organizations requested in Sections
13 through 18.
Product Family
Resource
category
Hourly rate
including
expenses
Hourly rate
excluding
expenses
Student Administration
System
Student Financial Aid System
Working title1
Working title 2
Working title 3
Etc
Working title 1
Working title 2
Working title 3
Etc
Human Resources
Management System
Working title1
Working title 2
Working title 3
Etc
Financial Management
System
Working title1
Working title 2
Page 108 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Working title 3
Etc
Z.2.2 Estimated Implementation Project Costs
Respondents are asked to provide an estimate, based on their Firm’s experience in similar projects, for
the professional services outlined in Sections 13 through 18 by Software product family for
Implementation Cost activity. Place results in the table below and add categories and rows as
necessary. Include sufficient supporting detail so that FOUNDATION can determine how pricing was
determined and any relevant assumptions. Identify under each System or Category the components
such as installation, training, conversion, project management, report development, etc. that is
standard or otherwise proposed as essential to the success of the implementation and therefore bid in
the Proposer’s response to the RFP.
Software Product Family
Price including
expenses
Price
excluding
expenses
Elapsed
time to
complete
Student Administration System


Student Financial Aid

Human Resource Management
System

Financial Management System


Other

Other

Other

Page 109 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Appendix Z-4 Sonoma County CCD
Pricing Schedules
Note to Proposers: Appendix Z is to be completed individually for each of the four (4) Districts
participating in the Foundation ERP procurement. All statements and instructions included in Section 8
Pricing apply to the results placed in Appendix Z. It is critical that pricing be presented in a
straightforward way with all detailed assumptions clearly stated so that the Foundation and the districts
can understand how prices were derived and are comparative among all Proposers bidding software,
maintenance and/or services.
Z.1
Software and Support Pricing Schedule
The following software pricing schedule should be completed with a row for each software product bid
in response to this RFP. Add rows as needed. Include database management, reporting and query
tools, and any other software products that are included in Proposer response to meet the
requirements of this Proposal.
The Foundation wishes to establish a unit price for each software system based upon whatever
metrics the vendor requires and will be pleased to provide vendors with information necessary to
compute a unit price.
Software
Product
Software license
Software support and
upgrades-Year 1
Version
proposed
Price
Basis
District
Units
District
Unit price
Price
Basis
Software
product 1
(sample)
n.n.n
$9,999
CPU,etc.
9,999
9,999
9,999
CPU,etc.
Software
product 2
(sample)
n.n.n
$9,999
Employee
s,etc.
9,999
9,999
9,999
Employees,
etc.
Total
Z1.1
Discounts
Please describe in detail all discounts that have been factored into the pricing schedule or are
otherwise proposed. We invite Proposers to be creative with discounts, keeping in mind that multiple
institutions are considering each proposal and Proposers may have multiple selections. There is every
expectation on the part of the Foundation that substantial price discounts and/or other concessions will
be offered through the Foundation’s efforts to streamline the procurement process for Proposers
through one competitive procurement process rather than four individual processes.
Z1.2
Page 110 of 112
Ongoing Support Costs
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Please sequence the software products in the exact same order as in Z1 above and report price and
basis for on-going support costs in years 2-5.
Software
Product
Yr 2
Price
Yr 2
Basis
Yr 3
Price
Yr 3
Basis
Yr 4
Price
Yr 4
Basis
Yr 5
Price
Yr 5
Basis
Total
#1
#2
Total
Please provide supplemental information on pricing advantages for periods longer than 5 years,
prepayment options that might be advantageous, etc.
Z.2
Professional services pricing schedules
The following professional services pricing schedules must be completed with a row for each Software
Product Project bid in response to this RFP.
Z.2.1 Implementation Services Pricing Schedule
Respondents are asked to provide rates by Software product family for respondent and subcontractor
resources that are expected to work on the implementation of the Software project at the individual
districts as described in Sections 13 through 18. Place results in the table below and add Categories
and rows as necessary. Respondents must use their working titles. These titles must correspond to
the working titles referenced in the resource estimates and project organizations requested in Sections
13 through 18.
Product Family
Resource
category
Hourly rate
including
expenses
Hourly rate
excluding
expenses
Student Administration
System
Student Financial Aid System
Working title1
Working title 2
Working title 3
Etc
Working title 1
Working title 2
Working title 3
Etc
Human Resources
Management System
Working title1
Working title 2
Working title 3
Etc
Financial Management
System
Working title1
Working title 2
Page 111 of 112
3/8/2016
FOUNDATION FOR CALIFORNIA COMMUNITY COLLEGES
Request for Proposal
Working title 3
Etc
Z.2.2 Estimated Implementation Project Costs
Respondents are asked to provide an estimate, based on their Firm’s experience in similar projects, for
the professional services outlined in Sections 13 through 18 by Software product family for
Implementation Cost activity. Place results in the table below and add categories and rows as
necessary. Include sufficient supporting detail so that FOUNDATION can determine how pricing was
determined and any relevant assumptions. Identify under each System or Category the components
such as installation, training, conversion, project management, report development, etc. that is
standard or otherwise proposed as essential to the success of the implementation and therefore bid in
the Proposer’s response to the RFP.
Software Product Family
Price including
expenses
Price
excluding
expenses
Elapsed
time to
complete
Student Administration System


Student Financial Aid

Human Resource Management
System

Financial Management System


Other

Other

Other

Page 112 of 112
3/8/2016