State of South Carolina
Solicitation: 99-S744 Amendment 001 May 4, 1999
Schedule of Key Events
Proposals are Due at 2:30 PM, May 18, 1999
The anticipated posting date is June 1, 1999
Schedule of Demonstration
The State will schedule demonstrations at a later date.
Questions from SCT
GENERAL
1.Is there a commitment by any of the South Carolina Technical Colleges to acquire administrative applications system(s) during FY99?
Answer:
Aiken TC / No / Orangeburg-Calhoun TC / NoCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / No / Spartanburg TC / Yes
Denmark TC / Yes / Tech Col of Lowcountry / No
Florence-Darlington TC / Yes / Tri-County TC / No
Greenville TC / No / Trident TC / Yes
Horry-Georgetown TC / No / Williamsburg TC / No
Midlands TC / Yes / York TC / Yes
2.Is there a commitment of any of the South Carolina Technical Colleges to acquire administrative applications system(s) during FY 2000?
Answer:
Aiken TC / Possibly / Orangeburg-Calhoun TC / YesCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / No / Spartanburg TC / Yes
Denmark TC / Yes / Tech Col of Lowcountry / No
Florence-Darlington TC / Yes / Tri-County TC / No
Greenville TC / No / Trident TC / Yes
Horry-Georgetown TC / No / Williamsburg TC / Possibly
Midlands TC / Yes / York TC / Yes
3.How many South Carolina Technical Colleges anticipate acquiring new administrative applications system(s) during the next 2 Fiscal Years?
Answer:
Aiken TC / Possibly / Orangeburg-Calhoun TC / YesCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / Yes / Spartanburg TC / Yes
Denmark TC / Yes / Tech Col of Lowcountry / Yes
Florence-Darlington TC / Yes / Tri-County TC / No
Greenville TC / Yes / Trident TC / Yes
Horry-Georgetown TC / No / Williamsburg TC / Yes
Midlands TC / Yes / York TC / Yes
4.Has money been budgeted by any institution for the acquisition of administrative applications system(s) during this FY?
Answer:
Aiken TC / No / Orangeburg-Calhoun TC / NoCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / No / Spartanburg TC / No
Denmark TC / Yes / Tech Col of Lowcountry / No
Florence-Darlington TC / No / Tri-County TC / No
Greenville TC / No / Trident TC / No
Horry-Georgetown TC / No / Williamsburg TC / No
Midlands TC / Yes / York TC / Yes
5.Has any institution planned for, budgeted for or committed to the acquisition of administrative applications system(s) in the FY’00 budget preparation?
a.If so, which College or Colleges?
Answer:
Aiken TC / No / Orangeburg-Calhoun TC / YesCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / Yes (Tentative) / Spartanburg TC / Yes (In Process)
Denmark TC / Yes / Tech Col of Lowcountry / Yes (Partially)
Florence-Darlington TC / Yes / Tri-County TC / No
Greenville TC / No / Trident TC / Yes
Horry-Georgetown TC / No / Williamsburg TC / Yes
Midlands TC / Yes / York TC / Yes
b.What dollar amount has been planned or budgeted?
Answer:
Aiken TC / -0- / Orangeburg-Calhoun TC / In ProcessCentral Carolina TC / -0- / Piedmont TC / -0-
Chesterfield-Marlb TC / 176,500 / Spartanburg TC / In Process
Denmark TC / 300,000 / Tech Col of Lowcountry / 130,000
Florence-Darlington TC / 500,000 / Tri-County TC / -0-
Greenville TC / -0- / Trident TC / 310,000
Horry-Georgetown TC / -0- / Williamsburg TC / 600,000
Midlands TC / 500,000 / York TC / 500,000
c.Have budgets for FY’00 been approved?
Answer:
Aiken TC / No / Orangeburg-Calhoun TC / NoCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / No / Spartanburg TC / No
Denmark TC / No / Tech Col of Lowcountry / No
Florence-Darlington TC / No / Tri-County TC / No
Greenville TC / No / Trident TC / No
Horry-Georgetown TC / No / Williamsburg TC / No
Midlands TC / No / York TC / No
d.What are the plan dates for budget approval?
Answer:
Aiken TC / 6/99 / Orangeburg-Calhoun TC / 8/99Central Carolina TC / Summer ‘99 / Piedmont TC / Summer ‘99
Chesterfield-Marlb TC / Summer ‘99 / Spartanburg TC / Summer ‘99
Denmark TC / Summer ‘99 / Tech Col of Lowcountry / 6/99
Florence-Darlington TC / 6/99 / Tri-County TC / Summer ‘99
Greenville TC / Summer ’99 / Trident TC / 8/99
Horry-Georgetown TC / Summer ‘99 / Williamsburg TC / 6/99
Midlands TC / 5/99 / York TC / 6/99
6.How will the evaluation of the cost be accomplished since the request is for: individual institution pricing (and the institutions vary widely in size and budget), multiple institution – but no commitment to multi institutions with-in any defied time frame? And other?
Answer:Cost is to be included in the Offeror’s Business Proposal as defined in Section I-9 of the RFP and will be evaluated in accordance with Section G-3.
7.Has any institution planned for, budgeted for or committed to the expense associated with the implementation of new administrative applications system(s) in the FY’00 budget preparation?
Answer:
Aiken TC / No / Orangeburg-Calhoun TC / In ProcessCentral Carolina TC / No / Piedmont TC / No
Chesterfield-Marlb TC / Yes (Tentatively) / Spartanburg TC / In Process
Denmark TC / Yes / Tech Col of Lowcountry / No
Florence-Darlington TC / Yes / Tri-County TC / No
Greenville TC / Yes / Trident TC / No
Horry-Georgetown TC / Yes / Williamsburg TC / Yes
Midlands TC / Yes / York TC / Yes
8.The RFP states that the RFP and the vendors response, and any amendments to the RFP or vendors response will be a part of any award and contact agreement coming out of the RFP process.
a.Is this the normal procurement practice in SC?
Answer:Yes.
b.Are there any exceptions to this?
Answer:The RFP identifies the State’s requirements and the Offeror’s proposal identifies its solution to the State’s requirements and any associated costs. In addition, there may be a third, negotiated, document that more closely aligned the RFP and proposal. For these reasons, the State will not waive the requirement that the RFP and proposal be part of the contract.
c.Are any waivers available to this requirement?
Answer:No.
d.Can this requirement be negotiated or otherwise removed and still finalize an Agreement with the State and the South Carolina Technical Colleges?
Answer:No.
DATA BASE
9.Under the GENERAL SCOPE REQUIREMENTS, item 2, the RFP requires an integrated database. Industry practice is that this requirement means a single database holding all application systems and the respective data. For example, a single database will have all student records, all HR/personnel information and the needed finance detail for the institution. Is this the intent of this RFP requirement – a single database for all applications?
Answer: No, in this instance the term ‘integrated’ means cross compatible i.e. a column for department means the same thing in all databases, e.g. Computer Programming Technologies (CPT) is identified the same in all systems.
If the answer to the preceding was yes, please skip the following question.
10.Do the required base line application systems (Student records, Financial Aid, Finance and HR/Payroll) need to reside on a single instance of the required relational data base, or can the systems reside on different data bases with the commitment from the vendor that the data bases will “talk” to each other?
Answer: No, it is not a requirement for the applications’ data to reside in a single instance. However, all systems should use a common RBDMS platform determined by each institution. For example, Oracle at Midlands, MSQL at Florence-Darlington, and Sybase at Spartanburg. Each application should “talk” to each other in a real-time, on-line manner. Batch updates should be kept to an absolute minimum amount.
11.Does the required database need to have the same file structure, data dictionary and common information retrieval logic for all base line applications?
Answer: Yes, the applications all should use a common standard method of data access, i.e. Structured Query Language (SQL).
12.The RFP demands that the database be ANSI-standard. Would a “data base” such as Unidata be acceptable to the South Carolina Technical Colleges? Information: Unidata is not an ANSI-standard database. It uses proprietary constructs like the Nested Relational Model, multi-valued data types, etc.
Answer: Yes.
13.Does the proposed higher education administrative system need to be operational on the proposed database at colleges and/or universities?
Answer: Yes, It is important for the vendor to give evidence that a significant portion of their enterprise systems are operational, taking into account that new features/modules, etc. may not be “live.”
14.Does the system need to be, and is it a requirement of the State of South Carolina, and /or the South Carolina Technical Colleges, that any proposed system must be operational on the database as proposed?
Answer: Yes. A significant portion of the base enterprise systems should be operational on the database being proposed.
15.Are the South Carolina Technical Colleges requesting an Enterprise Solution where database revisions do not have to be applied with each release from the software vendor?
Answer: No, there should be a version control tool in place that will track in-house revisions and allow us to determine if we wish to carry them forward into the latest release of the product.
16.Are the South Carolina Technical Colleges looking for a product which provides a version control tool to show where the differences are so that they can reapplied?
Answer: No. However, the presence of such a tool would be essential to effectively manage changes to the baseline product; the application of these changes would require a minimal amount of manual coding.
17.Do the South Carolina Technical Colleges require a developer toolkit that provides an automatic API enabling Version Control Software?
Answer: No.
OTHER
18.There is only one company involved with higher education administrative systems that claim to offer "Enterprise" solutions. Enterprise is generally used a term referring to corporate America. Vendors committed to higher education will provide an “Institution Wide” or “Institutional” application system to serve the needs for an integrated campus wide record keeping system. To insure a full understanding of the intent of the South Carolina Technical Colleges, please provide a definition of "Enterprise Solution" as viewed by the South Carolina Technical Colleges.
Answer: “Enterprise Solution” refers to a software product set that collectively meets the requirements defined within this RFP.
19.How will this need be measured in the evaluation?
Answer: See sections F.2 and F.3 of the RFP.
20.Are application systems that need multiple separate databases for different applications be judged as an enterprise system in the definition of the South Carolina Technical Colleges?
Answer: An enterprise system should be judged in terms of providing application solutions for the five areas stated in the RFP (i.e. Financial Record, Human Resources/Payroll, etc.)
21.Must a vendor be able to demonstrate the use of a single database to meet the bid requirements?
Answer: No.
22.Must a vendor supply the South Carolina Technical Colleges with a list of operational sites, at colleges and universities in America? (Operational site refers to a college or university where all base line systems have been through a year-end close of books and a subsequent audit that was approved.) How many sites must have accomplished this? Does the size of the institutions need to parallel the diversity of the South Carolina Technical Colleges?
Answer: Refer to Section G.7 of the RFP.
23.The South Carolina Technical Colleges have requested information on the staff required supporting the enterprise system. Is it acknowledged that a minimum of one DBA will be required to support the demanded RBDMS client/server enterprise system on every campus? If an Enterprise Solution has multiple databases (one per product), is it understood that there will need to be a minimum of 2 DBAs on site at the institution.
Answer: No.
24.Client/Server sometimes dictates three-tier architecture. Is three-tier architecture a requirement of the RFP? If not, what is the definition of Client/Server required to meet the RFP?
Answer: No. Refer to Sections I.7 and I.8 of the RFP.
25.The RFP indicates that the vendor must be committed to the higher education environment. Will a measure of this commitment be judged by the percentage of corporate revenues that are earned from higher education? If not, what measurements will be used?
Answer: Other criteria such as the number of higher education customers, number of state system customers, number of recently signed customers in the last twelve (12) months, etc., are also indicators of commitment. It is also important to understand the research and development commitment to higher education for future products and services.
26.Is it a requirement that a minimum of six higher education institutions, similar in enrollment – from 1,000 to 9,000, be provided as references? Do the reference accounts have to have the 4 baseline systems (Student Records, Financial Aid, Finance and HR/Payroll) operational, including a year end close of books and audit? If not, how will the South Carolina Technical Colleges determine that proposed systems are actually operational, regulatory compliant and proven in a college environment?
Answer: No; refer to Section G.7 of the RFP.
27.The area of information access, information retrieval and report generation is a known need of the South Carolina Technical Colleges. Does the proposed system need to have multiple tools / report writers available to enable an institution to select the best systems for the needs of that specific institution? Does any proposed report writer need to be ODBC compliant or will proprietary system(s) meet the requirements of the RFP?
Answer: OBDC compliance is acceptable, however any proprietary system that meets the requirements of this RFP is acceptable.
28.Does the programming language for the higher education system proposed need to be an industry standard or will proprietary language(s) be acceptable?
Answer: Either is acceptable.
29.The RFP comments on the Key Event Dates …these are understood to be:
a.Pre-Proposal meeting – February 4, 1999 at 10am
b.RFP due – February 25, 1999 at 2:30 PM
c.Award date – March 24, 1999
Answer:See page 2 of this amendment.
30.Are there an additional dates that should be detailed?
Answer:See page 2 of this amendment.
31.On the RFP item – ITEM SUBSTITUTION – it details that the institutional Purchase Order will not be changed. Will the contract agreement terms and conditions associated with this award prevail over any institutional Purchase Order Terms and Conditions?
Answer:Yes.
32.On the RFP item – PRICE ADJUSTMENT – the contract agreement terms and conditions associated with this award prevail?
Answer:Yes.
33.On the RFP item – Source Code – will a vendor receive favorable evaluation consideration for the inclusion of the source code as a part of the Agreement?
Answer: No.
34.Please provide the Non-salary, Non-capital budget (1997-1998) and the Capital Budget (1997-1998) for each of the 16 institutions and for the State Tech Board.
Answer:
Non-Salary Non-Capital97/98 / Capital Budget
97/98 / Non-Salary Non-Capital
97/98 / Capital Budget
97/98
Aiken TC / 3,043,045 / 576,386 / Orangeburg-Calhoun TC / 2,653,925 / 1,034,435
Central Carolina TC / 3,240,018 / 279,942 / Piedmont TC / 7,490,845 / 1,360,414
Chesterfield-Marlb TC / 2,925,528 / 598,398 / Spartanburg TC / 5,074,459 / 123,211
Denmark TC / 1,574,500 / -0- / Tech Col of Lowcountry / 2,761,724 / 652,113
Florence-Darlington TC / 6,026,664 / 1,632,100 / Tri-County TC / 7,601,985 / 980,035
Greenville TC / 11,125,160 / 2,908,470 / Trident TC / 12,196,563 / 1,811,721
Horry-Georgetown TC / 8,003,408 / 2,975,981 / Williamsburg TC / 2,658,669 / 158,701
Midlands TC / 13,800,000 / 25,872,000 / York TC / 7,260,000 / 537,000
35.For Item C. GENERAL SCOPE REQUIREMENTS … it says that the “… successful vendor must provide and/or facilitate data up-loads ”. What file format, transmission protocol, and detailed specifications must a vendor meet to enable this transmission to the required organizations?
Answer: Standard file formats such as ASCII fixed length, transmission protocols such as TCP-IP, and standard data element definitions in both the transmitting and the receiving systems must all be supported by the selected software. Refer to sections D.7.3 and D. 7.11 in the RFP.
36.The RFP, in different areas, makes reference to 1 year, 5 year and 10 year needs. What is the evaluation based on? Is the total life cycle cost for this period a consideration of the RFP evaluation?
Answer: Primary consideration will be given to the availability of product today with an understanding of its flexibility to meet the changing needs of tomorrow.
37.If not, what number of year’s costs will be included in the evaluation?
Answer: As the RFP indicates, the number of years desired is five (5).
38.Under the GENERAL SCOPE REQUIREMENTS, item 5, the RFP requires “… data warehousing and decision support capabilities ”. What is the definition of “data warehouse” as it would differentiate from the required system database? With a relational database required in the RFP, what benefits do the South Carolina Technical Colleges envision from a data warehouse?
Answer: Warehousing is viewed as a central repository where census data from each of the colleges is stored for state-wide reporting purposes, longitudinal studies, performance indicators, etc.
39.Under the GENERAL SCOPE REQUIREMENTS, item 6, the RFP requires “limited customization”. Please define how the South Carolina Technical Colleges will evaluate “limited customization? Will operational higher education institutions, of a comparable size, be interviewed to learn how much local enhancement had to be accomplished to meet the institutions needs? Are the South Carolina Technical Colleges willing to change their historical way of doing “things” when a vendor’s system provides the same result through a different practice? If not, how will the South Carolina Technical Colleges evaluate the amount of system enhancement needed with a specific vendor’s system to match the institutional desires?
Answer: Refer to sections F.3 and G.1 of the RFP.
40.Under the GENERAL SCOPE REQUIREMENTS, item 7, the RFP requires “Provides State and Federal information requirements.” What specific State and Federal requirements does this refer to? No system provides specific reports that may be required by South Carolina today, or would require tomorrow. How will this requirement be evaluated? Are absolute requirements of the Federal Department of Education and the Department of the Treasury mandatory requirements of the RFP? Does this include the mandatory Financial Aid and Employee reporting to the DOE?
Answer: Federal requirements would be those that are broad-based and required of all institutions of higher education. State requirements would be those things that are common among states, and usually are of a nature required for accreditation. The evaluation would be based on existing functionality and the extendibility of the database and application. Yes, this would include the DOE and IRS. Refer to section F.2 of the RFP.
41.Under the GENERAL SCOPE REQUIREMENTS, item 8 – Customer Focused. Please define what is required here as the proximity of the staff and students to the computer center. Does this refer to the accessibility of information, and the ability to do institutional functions such as apply for admission, apply for financial aid, apply for employment, register, accomplish drop/add, retrieve grades, input grades, do a degree or certificate audit, take a class offered on a DL or remote instruction basis?
Answer: It means closest to the Source or the Owner of the data.
42.Under the GENERAL SCOPE REQUIREMENTS, item 9. What are the type “existing investments” … does this include current hardware, networks, desktops, curriculum that may be taught on a DL or remote basis? What are the respective investments of the South Carolina Technical Colleges? What are the servers currently being used by the South Carolina Technical Colleges? Do the desktop units at all the South Carolina Technical Colleges meet Y2K requirements? Are the desktops at the South Carolina Technical Colleges capable of operation in a client/server architecture (32 Mb with 1 GB of disk)?