A REQUEST FOR PROPOSAL (RFP) RFP #12-5387 AGENT: Carl D Hubbard at (608) 262-6557 / FAX: (608) 262-4467 Questions regarding this bid – see Section 2.2 If NO BID (check here) and return. UNIVERSITY OF WISCONSIN – Madison Point-of-Sale (POS) Equipment and Software System for UW-Madison Issued by: STATE OF WISCONSIN UNIVERSITY OF WISCONSIN - MADISON PURCHASING SERVICES Amendment #1: March 1, 2012 NO PUBLIC OPENING Proposals must be submitted by MARCH 8, 2012 - No later than 2:00 p.m. CST Amendment #1 issued to: (1) add Attachment G (Process Map) to Table of Contents; (2) provide process maps described in Section 1.1 as Attachment G [Page 3]; (2) correct and revise scoring table in Section 5.2 [Page 20]; (3) add Process Map question as new #9 to Attachment A [Pages 27] ; (4) add new Attachment G (Process Map) [Page 44]; and (5) answer written questions submitted. If this amendment is not returned, it shall be assumed your original proposal meets all conditions of the amendment. All other terms and conditions remain the same. Please revise and submit your proposal accordingly. SIGNATURE: _______________________________________________________________________DATE ____________________ PURCHASING SERVICES University of Wisconsin-Madison 21 N Park St, Suite 6101 Madison, WI 53715-1218 608/262-6121 (Fax) 608/262-4467 www.bussvc.wisc.edu bids@bussvc.wisc.edu UNIVERSITY OF WISCONSIN AMENDMENT #1 PROPOSAL NO.: 12-5387 TABLE OF CONTENTS (cont.) PAGE(S) Section #4: Requirements of All Proposals 18 Section #5: Evaluation and Award of Contract(s) 5.1 Proposal Scoring 5.2 Scoring Criteria and Method 5.3 Best and Final Offers 5.4 Contract Award 5.5 Notification of Award 19-20 Section #6: RFP Checklist and Submittal Page 21-23 Attachment A – Specifications, Campus Use, Features and Services Attachment B – Cost Proposal Form Attachment C – Client Reference List Attachment D – Standard Terms and Conditions Attachment E – Hardware Inventory Attachment F – Hardware Needs by Location Attachment G – Process Map 24-29 30 31 32-36 37 38-43 44 UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 3 OF 43 The Division of Housing, DoIT and the Wisconsin Union each issue a number of guest cards to visitors, conference groups and departments. In many cases these cards are only used for a couple of days. It will be important for the University to understand how these limited use cards will be counted as part of the annual licensing fee. No banking or debit card relationship is sought in this procurement. A business process map being developed by a University consultant may be issued as an amendment to the RFP at a later date. Proposers may be asked to describe how their system would align with our processes. See Attachment G, Process Maps. 1.2 Organization of this Solicitation Document This document is divided into Six main sections. The sections also refer to “Attachments” when such organization assists in making this document more fluid. The six main sections are: Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 1.3 General Information (generally states the intent of the solicitation) Instructions to Proposers (contains Information on the proposal process) Performance and Contract Requirements (contains performance clauses that will become part of any awarded contract). Requirements of All Proposals (contains all information Proposers must submit as part of their proposal). Evaluation (contains detail on the evaluation of proposals) Checklist and Signature Page (contains check-off list) Definitions The following definitions are used throughout the Special Conditions of Proposal: Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.2. Concurrent License means a software license tied to the number of individual Users using or having access to the Software at a given point in time. Confidential Information shall mean information or data that may be exempt from disclosure to the public or other unauthorized persons under state or federal law. Confidential Information includes, but is not limited to, a combination of names, addresses, Social Security numbers, e-mail addresses, telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency source code or object code, and agency security data. Contractor means successful proposer awarded the proposal. CIC means Committee on Institutional Cooperation, a consortium of the Big Ten universities plus the University of Chicago. Debit card refers to a declining balance account/s intended for on-campus purchases. The account requires that funds are deposited in advance of any purchases and that students, staff, or University guests can use their campus ID card to access these funds. The debit card system must allow for multiple accounts and for the University to control by location where these accounts are accepted. See also, Wiscard. Department means a UW-Madison department or auxiliary unit. DVB means Disabled Veteran-Owned Business. Enterprise License means a software site license allowing unlimited use of the software throughout a campus. HID means the access and identification card manufacturer HID Global. License shall mean the rights granted to University to use the Software that is the subject of this Contract. MBE means Minority Business Enterprise. PA-DSS means Payment Application Digital Security Standard. PCI DSS means Payment Card Industry Data Security Standard. POS means Point-of-Sale. Prox Card means a 128kHZ HID Proximity Card used primarily for security access. Purchasing card means State credit card. Proposer means a firm submitting a Proposal in response to this Request for Proposal. Services shall mean those Services provided under this Contract and related to the Software License(s) being purchased that are appropriate to the scope of this Contract and includes such things as installation services, maintenance, training, etc. Software shall mean the computer programs licensed pursuant to this Contract. Software also means UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 20 OF 43 Points Evaluation and selection of a proposal will be based on the assignment of points by the evaluation committee which is then combined with the Cost Proposal points for a final score. (See Point Matrix below.) Points Matrix 4.1 RFP Checklist and Submittal Page 1. Company History and Product Roadmap 2. System Architecture, Security and Technical Requirements 3. Debit Card and Transaction System 4. Point of Sale 5. Reports 6. System Integration 7. Installation and Training 8. Maintenance and Support 9. Process Maps 10. Capacity Total Technical Possible Points Available Mandatory 50 Points 200 Points 150 points 100 Points 100 points 100 Points 50 100 points 100 Points 100 Points Mandatory 850 1000 points Total Possible Cost Score 150 100 points MAXIMUM POSSIBLE TOTAL SCORE 0-1000 0-1100 points Only proposals that receive a minimum 60% of total performance points (Attachment A, SPECIFICATIONS, CAMPUS USE, FEATURES AND SERVICES, SECTIONS 1-9) will be scored for cost. 5.3 Best and Final Offers At the sole discretion of the University, the highest scoring Proposer or Proposers may be requested to submit a Best and Final Offer in order to further clarify the deliverables, contract language, or costs presented in the Proposer’s RFP. If Best and Final Offers are requested, they will be evaluated against the stated criteria, scored and ranked. There is no obligation on the part of the University to request Best and Final Offers from any or all of the Proposers responding to the RFP. 5.4 Contract Award The contract will be awarded to the highest scoring proposer providing contract negotiations are successful. 5.5 Notification of Award All proposers who respond to this RFP will be notified in writing of the University's award of contract(s) as a result of this RFP. After notification by Purchasing of the notice of award, file copies of proposals will be available for public inspection. Proposers must schedule document inspection with the Contract Administrator responsible for managing this RFP. UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 6.8 6.9 6.10 6.11 6.12 6.13 6.14 6.15 6.16 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 27 OF 43 Describe the system’s capability to import and export data and the format types supported (e.g. PDF, Excel, csv, etc.). Does the system integrate or exchange data with Aurora FoodPro or Cbord Food Management Systems? If yes, explain the capabilities of your system. If no, explain what you would do to make your system able to integrate with these products. Does the system integrate or exchange data with Microsoft Dynamics, if so describe how. Does the system proposed currently work with HigherOne Corp. (CASHNet) as a payment gateway? What are the payment processing abilities of the proposed system? Describe how the system processes payments with credit cards. What payment gateways can be used? Describe other reader hardware available such as wireless devices, kiosks, deposit payment terminals, etc. Does the system proposed allow online ordering via the Internet? What payment types are allowed? Describe any special features of your online ordering solution. What is the level of security for ordering and payment? Describe any web based services available so students can manage their debit accounts online. Options should include the ability to make deposits, transfer funds, check account history, or suspend/activate a lost card. Explain the process and costs involved of developing a new interface with the debit card and transaction system and a third party application. 7. Installation and Training – 100 points 7.1 It is imperative that this system is ready to go live by August 1, 2012. Provide a proposed implementation plan and timeline based on the RFP timeline. Describe the process to convert from the current NuVision system including data migration. Clearly outline the responsibilities of the vendor and those of the University. 7.2 What is the level of experience of the staff that would provide installation services? 7.3 What training is included with your proposed system? 7.4 Describe your user and administrator training program. 7.5 Describe the user manuals that are available. Provide a general description of the content of the manuals. 7.6 In addition to the implementation plan requested above, provide a plan to replace the existing NuVision hardware and software installation. Include what experience you have had in taking over or upgrading a NuVision system. 8. Maintenance and Support – 100 points 8.1 Describe in detail the technical support provided with your maintenance agreement. Describe the technical and administrative support you expect the campus to provide. 8.2 Describe your technical support and maintenance options for hardware and software. What is the process for escalating a problem that has not been resolved by the initial support contact? 8.3 Is the support provided by company staff or is it sub-contracted? What is the level of experience of the staff that would provide technical support? 8.4 What is the turnaround time to repair a piece of failed equipment? Are repairs done onsite or by hardware exchange? Are parts, supplies, and replacement units for the system proposed maintained in stock? 8.5 What hours is technical support available? Who from the University can call for support? 8.6 Do you have an annual user conference? Do you have a user group listserve or wiki? 9. Process Maps – 100 points Attachment G contains process maps depicting elements of UW-Madison’s current business processes relevant to this RFP. Please describe how your product will work and interact with the processes as depicted. Please note, in this section, any specific system configuration or customization requirements to operate in the process as depicted and any associated additional costs. Insofar as customizations are anticipated, please indicate where process changes may help prevent the need for UW-Madison specific code. The University is willing to consider modifications to our processes, which may result in greater efficiency and/or improved customer service provided our core business needs are met. If your proposed solution would require a change in our business process, please describe what modifications would be required and any associated change in cost. UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 28 OF 43 9. 10. Capacity – 0 points The new system must be able to process the volume of activity reflected in the following list. Provide documentation of your system’s ability to handle this volume. Number of accounts on debit card system – 315,000 (active + historical) Number of active campus debit card accounts – 75,000 Total annual cash sales – $9 million Total annual cash transactions – 2 million Average daily cash transactions during academic year – 8,500 Total annual campus debit card sales -- $14 million Total annual campus debit card transactions – 3.5 million Average daily campus debit card transactions during academic year – 19,000 Total annual credit card sales – $4.5 million Total annual credit card transactions – 900,000 Average daily credit card transactions during academic year – 4,500 Transaction activity originating from over 250 devices 10. 11. Card Formats The University issues a HID DuoProx card to all students, faculty and staff. The card contains a 2750 oersted high coercivity three track magnetic stripe and a 128 kHz 35 bit encoded proximity chip based on HID’s Corporate 1000 standard. The University has two different magnetic stripe encoding formats. The proposed solution must be able to read the campus ID number from each of these formats for campus account purchases and event or activity uses. In either format the University ID number and lost card code are the last 11 characters of the data string after the end sentinel and LRC are removed. Track 2 magnetic stripe encoding formats: Standard format: Sample: ;90123456780?7 Start sentinel 10 digit ID number (includes a mod-10 check digit) 1 digit issue code End sentinel Longitudinal Redundancy Check (LRC) Note: This format above does not include a site code or field separator in the format Bank card format: This card format is used by card holders who have linked their card with the campus bank partner. Information is also encoded on track 1, however the campus ID number is in a static position on track 2. Sample: ; 58137711012345=1004101123490123456780?7 Static data includes 581377 in positions 2-7, the field separator (=) in position 16, and 101 in positions 21-23. Start sentinel 14 digits of ATM data Field separator 11 digits of ATM data 10 digit University ID number 1 digit issue code End sentinel LRC (Longitudinal Redundancy Check) UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 29 OF 43 HID Corporate 1000 35-bit format The following describes the generic structure of the Corporate 1000 Format. PPAAAAAAAAAAAABBBBBBBBBBBBBBBBBBBBP P= a parity bit A= the “Company ID Code” field, fixed by HID B= the programmable range of “Card ID Numbers” from 0-1048575 11. 12. Software Integration Transaction Interface: allow for the purchase of goods and services using the campus debit card account/s. BizTracker – retail store point-of-sale system GoPrint – pay for print services in campus computer labs Informed Decisions (CashNet) – campus e-payment software solution provides an option for accepting deposits into a campus debit card account Innosoft Fusion – recreation management system MBS System – bookstore point-of-sale system Import/Export Interface: allow for the exchange of data between applications. Aurora FoodPro – food menu management software Cbord FMS – food menu management software Microsoft Dynamics GP – financial management software The University needs the ability to move product data between the POS system and Cbord FMS, including sales information, pricing, PLU and bar codes. We also need to export POS data to Cbord, and sales data to both Food Management Systems. UNIVERSITY OF WISCONSIN MADISON, WISCONSIN 53715-1218 AMENDMENT #1 PROPOSAL NO.: 12-5387 PAGE 44 OF 44 ATTACHMENT G – PROCESS MAPS BUSINESS OPERATIONS Click here for file. To access the above map – place your cursor over the link and hit the CONTROL key and wait for the “hand” and click. TRANSACTIONAL Click here for file. To access the above map – place your cursor over the link and hit the CONTROL key and wait for the “hand” and click. STUDENT ACCOUNT PROCESS Click here for file. To access the above map – place your cursor over the link and hit the CONTROL key and wait for the “hand” and click. AMENDMENT #1 QUESTIONS AND ANSWERS FOR 12-5387 (POINT-OF-SALE (POS) EQUIPMENT AND SOFTWARE SYSTEM FOR UW-MADISON) 1. Does the University still have the Blackboard Vending and Laundry Reader Equipment that was in use before NuVision? A. We have 18 Blackboard laundry readers and would need to purchase six additional laundry readers. 2. Are we allowed to submit multiple responses? A. Yes. In fact, we are requiring that vendors submit separate proposals for each solution or product that you are proposing. 3. Can you please give more details around your inventory management needs at Letters and Sciences and Wisconsin Union? A. The campus currently runs several convenience stores. There is a desire to have a real-time inventory management system that can be integrated with the POS and debit card program. Please describe what solutions you offer. 4. In regards to 3.13.2: What you consider “99% uptime”? What are you using to gauge uptime? A. It is similar to the hardware, as defined in 3.8. The effectiveness level for software acquired under this Agreement is computed by dividing the operational use time by the sum of that time plus system failure downtime. Operational use time for performance testing for the system acquired under this Agreement is defined as the accumulated time during which the software system is in actual use. System failure downtime is that period of time when the system is unavailable due to software malfunction. System downtime for normal maintenance is not a part of this calculation. 5. In regards to 3.13.2: What you mean by “timely fashion”? A. “Timely” is dependent on the nature and severity of the problem.