Amendment - VendorNet

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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.
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