BID SPECIFICATION SHEET FOR FB15-029
COLLEGETRANSFER CREDIT SOFTWARE –WEB BASED HOSTED SERVICES
Background:
Detailed information regarding Missouri Western may be found at
Scope of Work:
In collaboration with Missouri Western, the vendor will provide and implement a College Transfer Credit software application solution. Missouri Western prefers that the vendor providea Software as a Service (SaaS) hosted environment. The vendor will implement the hosted service by installing the software, training the Missouri Western users and technical staff, configuring the software based upon Missouri Western requirements, establishing a test environment for system testing prior to going live in a production environment, developing all interfaces between the Missouri Western Hosted Services solution and the hosted software solution, transferring required data to the new software application database, cutting over the test system to a live production system, and closing out the implementation phase and beginning the maintenance/support phase of the project. To ensure proper integration please note that Missouri Western currently uses the Ellucian (SunGard HE) Banner ERP system with the Luminis Portal, Student, Finance, Human Resources and Financial Aid modules using Oracle databases in an Ellucian Hosted Services Environment supported by Application Managed Services from Ellucian. Additionally, Missouri Western uses the Touchnet Hosted Services application for payment processing.
College Transfer Credit Software Requirements
Database Collection:
Describe processes and capabilities the vendor provides for collecting catalog information including:contacting other institutions,collecting the catalog information and entry into the database. Vendor must provide an extensive database of course codes, titles, descriptions and other details. Provide profiles with an overview of the institution characteristics as well as the transcript key in viewable format.
Workflow:
Describe processes and capabilities the system provides for analyzing potential transfer courses that exist in the course database given various criteria as well as the process for routing course description to faculty/staff via email.
Web Interface:
Describe the processes and capabilities the system provides forstudents to see how their courses will transfer to Missouri Western via a public view option. Describe how the student and staff will create custom course lists showing how courses will transfer from multiple institutions. Describe process to build program to program articulation guides for students which they can view electronically. Indicate if the module is accessible via a Single Sign-On through Missouri Western’s Ellucian Luminus online portal.
User Management:
Describe processes and capabilities the system provides in order to manage user access through self-service mechanism. Address the ability to store course syllabi and/or other transfer evaluation documents. Include the ability to add “user defined” courses outside of the existing catalog structure to allow for “bulk” credit or other specialized needs.
Reporting:
Describe the processes and capabilities the system provides for generating standard and custom reports. These should include workflow processes for identifying changes in equivalencies based on a new catalog to facilitate changes to existing course equivalencies.
Record Imports/Exports
Describe the methods available to transfer information from the vendor’s system into Banner and from the Banner system into the vendor’s system.
Implementation
Describe your project implementation services regarding technical assistance and project management.
Describe your data transfer services if required to transfer any data from our existing software.
Maintenance/Support
Describe the services provided within your annual maintenance contract. List and describe all available options for maintenance contracts. List and describe all available support options available, e.g. DBA services, patch/update services, etc.
Training
Describe all training services that are available during the implementation process and post-implementation.
IT/System Requirements and Interface
1. Must be a vendor hosted service solution. Vendor should describe the type of environment that will host the software, i.e., hardware, operating system, physical computer room, computer backup, power backup, disaster recovery solution, backup/alternative computing site. Identify the physical location of the host computer.
2. Describe the data backup options (tape/disk/etc.) and the options available for selecting the frequency of backups.
3. Describe the sign on process with regard to using our Luminis Portal system and how Single Sign On (SSO) will be incorporated for logging into the hosted solution.
4. Describe the data encryption and security measures used while transporting data from Banner to the hosted service and from the hosted service to Banner.
5. List and describe all data interface options available for transporting data between the Banner system and the hosted service system. Describe any and all additional work that must be performed by Missouri Western staff or by vendor staff in order to make any of the interface options fully functional with the Missouri Western Banner environment. Describe frequency of data pushes from Banner to vendor (every 5 minutes, 1 hour intervals, 1 day intervals).
6. Describe how the customer self-service processes are ADA-compliant.
7. Describe how MWSU users are established and what access levels are available based upon the needs of each user.
8. Describe additional add-ons (if any) that are necessary to run the web based software, e.g. installation of Active X, Java, or Flash components.
9. Describe the Disaster Recovery/Business Continuity features of your proposal.
10. Describe the Network Infrastructure and associated security measures, monitoring, and auto notification of system failures.
11. Describe the Internet bandwidth connection size and redundancy provisions.
12. Will your hosted service solution work in connection with our Hosted Ellucian Banner system?
Warranties
Describe all warranties that will accompany the software.
Data Breach Liability
Describe vendor’s liability coverage in the event of a data breach that exposes confidential, protected, or personally identifiable information.
Installation, Timeframe, Help Desk, and Documentation
Describe all installation process options and data conversion options and provide a typical installation time schedule. Describe the process in which functional users receive ongoing support once the implementation process has been completed including a description of how the vendor provides and installs software updates, new releases, patches, etc.
Bid Response Requirements
All bid responses must include a point-by-point response to each of the sections above. Response may be described in detail under requested section or on a separate page. Failure to respond to all sections may be grounds for rejection of the bid. Missouri Western reserves the right to request additional information and /or presentations, if clarification is needed. This request does not obligate Missouri Western to complete the proposed project and Missouri Western reserves the right to cancel this solicitation if it is considered to be in its best interest.
Respondent shall submit an original document, plustwo (2) copies for a total of three (3) hard copy documents. ELECTRONIC AND/OR FAXED COPIES WILL NOT BE ACCEPTED.
Responses must be signed and sealed in mailing envelopes with the Respondent’s name and address clearly written on the outside. The Invitation for Bid Number (FB15-029) shall also be clearly marked on the outside of the envelope or package. The completed Invitation for Bid and Bid Pricing Sheet shall be incorporated into the Respondent’s response and both shall be signed in ink by an authorized officer of the company. Proposals are to be mailed or hand delivered to Missouri Western State University, Purchasing Department, Room 221, 4525 Downs Drive, St. Joseph MO 64507, prior to 2:00 p.m. CST, Wednesday, July 23, 2014.
QUESTIONS AND CLARIFICATIONS
Questions and/or requests for clarification should be submitted via email to the Purchasing Manager, Brenda Cazel at . All questions and/or clarifications can be sent at any time regarding this IFB to the Purchasing Department until the end of business on Wednesday, July 16, 2014. Questions received after this date may not be answered.
Any and all communication with respect to this solicitation shall be made to Brenda Cazel, Purchasing Manager, as the Missouri Western State University Contact Person, in writing via email. No Respondent shall attempt to communicate with the Missouri Western State University Board of Governors, Administration, staff or other university employees during the competitive procurement and evaluation processes. Any Respondent found to be in violation of the communication expectations of MWSU will be subject to disqualification.
BID PRICING SHEET FOR FB15-029
COLLEGE TRANSFER CREDIT SOFTWARE – WEB BASED HOSTED SERVICES
Complete all of the following fields to be considered for this bid.
Company Name: ______
Address of Home Office: ______
Location of hosted service computing facility: ______
# of years providing hosted services for Software: _____
Number of full-time personnel: ______
Number of full-time technical support personnel: ______
Initial Costs, including software, set-up, maintenance, training, hosted service, interface:
Initial purchase cost of the software: $______
Initial purchase cost of maintenance and support: $______
Initial cost of hosted service: $______
Cost of training: $______
Cost of implementation of software: $______
Banner Interface: $______
All other costs detailed by line item that pertain to the successful implementation and ongoing use of your hosted application service. (These costs should include, but not be limited to, any third party software costs that are required to make your solution functional):
$______
TOTAL COST FOR INITIAL ACQUISITION AND SET-UP $______
Annual cost of maintenance/support with estimated proposed increases Year 2: $______
Annual cost of maintenance/support with estimated proposed increases Year 3: $______
Annual cost of hosted service with estimated proposed increases for Year 2: $______
Annual cost of hosted service with estimated proposed increases for Year 3: $______
References:
Each bidder must provide 3 - 5 references of other colleges/universities of similar size that use Banner in conjunction with the hosted services solution provided by vendor. Telephone/e-mail contact information must be provided.
Conditions of Bid and Sale:
Pricing must be FOB Missouri Western State University
Missouri Western reserves the right to accept or reject any or all bids
Authorized Signature______Date______
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