1.INTRODUCTION: Bellingham Public Schools is requesting proposals supplying software, training, and ongoing technical support for scheduling and processing facility scheduling, use, and rental requests for the District’s23 school locations and administrative offices located in Bellingham, WA. To be considered, electronic proposals must be received no later than 3:00 p.m., (PDT), Thursday, June 15th, 2017. Alternately, sealed proposals may be mailed or hand delivered in person to Kathryn Weilage, Director of Business Services, 1306Dupont Street, Bellingham, WA 98225. Proposals received after the above stated closing date and time cannot be considered and will be returned unopened.

2.EXAMINATION OF SPECIFICATIONS: Respondents shall thoroughly examine and be familiar with these specifications. The failure or omission of a respondent to receive or examine any form, instruments, addendum, or other document or to visit the site when required to acquaint him or herself with existing conditions, shall in no way relieve any respondent from obligations with respect to this proposal or any other resulting contract. Respondents must take all existing conditions into consideration prior to submitting a proposal. No change orders will be accepted for existing conditions. The submission of a proposal shall be taken as prima facie evidence of compliance with this section. The District reserves the right to reject all proposals. If the costs of all proposals are excessive, the District is not required to award a contract.

3.PROJECT DESCRIPTION:The Business Office’s goal in procuring Facility Use Management Software is to create an automated, efficient and user-friendly platform for our community and staff. The software should include timely processing of reservations, online registrations and payments, searchable, viewable calendaring, customer notifications and reminders, insurance document tracking and uploads, invoice generation, reporting and mobile access. It is desired that the software also integrate with our Office 365 / Outlook environment for easy schedule visibility.

The District Business Office currently manages all building facility rentals, excluding fields and gymnasiums. Field and gymnasium rentals, which are currently managed by Bellingham City Parks & Recreation Department, are scheduled to transition over to the Districts control during Summer 2017. Proposed solutions should address building a custom program to accommodate this transition and the Districts intent to have a system operational by August 23rd, 2017.

4.CONTRACT TERM: Multi-year license/annual maintenance. Submissions must include a proposed schedule/timeline for installation, implementation and training.

5.GENERAL SCOPE OF PRODUCT: Proposals will provide specific examples of how your system addresses the requirements of data sets, functions and features, reporting, and technical requirements. Respondents should submit a detailed description of all the possible functions of the software, even if they exceed the following descriptions:

5.1Custom Calendar/by School or Site.

(a)Notification to customer of scheduling conflicts and suggest alternative facilities

(b)Sub calendars available by school or site if multiple resources exist (i.e. soccer field, gymnasium, etc.)

(c)Multiple user logins to allow each school to update/edit calendar

(d)Central Control, with ability to admin override

5.2Facility and pricing information, including maps and photos.

5.3Online application: Initial online rental request (date, time, location, user group type) followed by School Building and District Administrative review and confirmation.

5.4Customizable different fee levels and additional fees: Ability to customize rental fee to include custodial time if rental is scheduled outside of regular custodial hours. Requires an additional layer of approval by Buildings & Grounds if custodial time is required. Similar requirements for Theater rentals where Theater technicians are required on site during rental.

5.5Fillable, customizable forms: Electronic signature, 100% paperless.

5.6Ability to upload documents: such as insurance. Tracking with automated reminders as expiration date approaches.

5.7Customer Application status review: Ability to check on status of application as it goes through the request & confirmation process.

5.8Customer alerts and notifications: Ability to notify the customer of conflicts/emergencies/last minute schedule changes.

5.9Varying levels of access security and different view to calendar to accommodate school, district office and buildings and grounds needs.

5.10Online payment processing and invoicing.

5.11Reporting: Customizable reports that are able to export into excel and pdf formats.

(a)Summary Reports

(1) Bookings

(2) Billings

(3) Calendars

(4)Confirm/Deny Approval

(5) New requests

(6) G/L Revenue Summary

5.12Fee structure: Flexibility to either pass through software fees to renters or pay through district. Fees structured to accommodate current fee schedule.

5.13Security: Disclose percentage of Up-time, Back-up and Disaster Recovery Plans & PCI-DSS Compliancy.

6.PROPOSAL SUBMISSION: The proposal submission should includethe following information.

6.1The software features/functions for Facility Use Management Software – if the software has functions or modules in excess of this proposal they may be included but may not influence the decision to contract with the vendor.

6.2An implementation plan and estimate of cost for installation and training for the software including a timeline.

6.3A detailed cost proposal for ongoing annual costs including license renewals, maintenance, software updates, and technical support.

6.4Disaster recovery and limited functionality operational procedures associated with each proposed solution, along with any associated costs (i.e. handheld/mobile devices for operation during a power outage).

6.5Cost for any recommended or required “additional services” for software set up.

6.6Payment requirements and schedule.

6.7Access to and hours of operation of ongoing software operational technical support.

6.8Identify how many support hours are available in the cost provided, as well as hourly cost for hours beyond that total.

6.9Describe the service levels and criteria for determining if an issue is eligible under service agreement.

6.10Describe how, to what level, and by what method the proposed system integrates with other District systems, such as Skyward Information System, Office 365,G/L, and/or Internal Calendar.

6.11References from five districts of similar size and production model as Bellingham(Washington State districts preferred). Include name, email and phone numbers, and state that are using software and/or hosting solutions.

6.12Identify how long the current version of the software you are proposing has been available for purchase by districts.

6.13A profile of company including number of employees, business history including years of experience, prior names and acquisitions, number of technical support staff, hours of operation, average response time to customer’s technical requests, methods for technical support (phone, email, web requests), as well as a product history for the specific software identified in this proposal.

7.SELECTION PROCESS: The following information identifies the process to be used byBellingham Public Schools in the review and selection of vendor for the project:

7.1To be considered, respondents shall submit qualifications that provide all information and complies with all requirements of the General Scope of Project section of the document.

7.2Costfor implementation (including set up and training).

7.3Ongoing annual costs full package (maintenance, upgrades, support etc.).

7.4Hourly rate for custom reports or features.

7.5Track record in Facility Use Management software – years of experience and years of development of proposed software.

7.6Does not require purchase of proprietary equipment.

7.7Completeness of proposal.

7.8All proposals shall be reviewed by members of Bellingham Public Schools Administration.
Based upon this review, finalists may be asked to provide a demonstration of their product. The final candidate shall be considered to be most highly qualified to perform the services required.

7.9Vendors shall be evaluated based upon content and quality of qualifications, experience, comprehensive schedule/timeline for work to be done, references, and other factors Bellingham Public Schools wishes to take into consideration.

8.QUESTIONS: Questions may be directed as follows:

  • Information Technology and database integration questions to Kurt Gazow, Executive Director of Educational Technology, .
  • Questions regarding RFP's, Specifications, bids, quotes, and contractto KathrynWeilage, Director of Business Services,.

All questions must be received in writing no later than Friday, June 9th, 2017. After this date, no questions will be considered.

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