REQUEST FOR PROPOSAL #14-04 August 14, 2003
Administered by:
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
INDEX
1.0 GENERAL INFORMATION
2.0 GENERAL TERMS AND CONDITIONS
3.0 PERFORMANCE TERMS AND CONDITIONS
4.0 SPECIFICATIONS
5.0 PROPOSAL CONTENT
6.0 SIGNATURE
APPENDIX A COMPANY PROFILE
APPENDIX B INSTALLATION, WARRANTIES, MAINTENANCE, AND SUPPORT
APPENDIX C PRICE QUOTATIONS
APPENDIX D QUESTIONNAIRE
APPENDIX E UNIVERSITY OF SOUTHERN MAINE (USM)
APPENDIX F UNIVERSITY OF MAINE AT FARMINGTON (UMF)
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through the University of Maine (UM), the University of Southern Maine (USM) and the University of Maine at Farmington (UMF), is seeking proposals for the provision of MS Windows based, integrated inventory management and point of sale system(s) (POS) for its bookstores.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: Where appropriate, the University of Maine, the University of Southern Maine and the University of Maine at Farmington will be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Background:
The University of Maine (UM):
The bookstore is owned by the University. It’s primary function is to provide required academic materials as well as supplies, general books, and imprinted gifts and apparel. The bookstore serves over 11,000 students, 700 faculty, and over 1,400 staff. It operates with twenty-four (24) full-time staff and a varying amount of student help. Sales volume for the store is over $6 million annually. The store has approximately 11,000 square feet.
The University of Southern Maine (USM):
The University operates three bookstores. These are located at its Portland, Gorham and Lewiston/Auburn campuses. All are owned and operated by the University. Its primary function is to provide the necessary textbooks and supplies for members of the University’s community.
Portland and Gorham: As a multi-store operation USM requires a store system that allows its users to access information easily and readily from any of its locations. Ordering and return functions are handled separately, but ease of transfer and data sharing are essential
Lewiston: The store currently operates as a separate store for textbooks only. Lewiston does not use a point of sale system, but will be considered for one. The store uses one register augmented by one additional register during rush. All printers are local. If Lewiston moves to point of sale, a bar code printer would be required.
The University of Maine at Farmington (UMF):
The bookstore is owned and operated by the University. Its primary function is to provide the necessary textbooks and supplies for members of the University’s community. The bookstore serves approximately 2,100 students, 125 faculty and 250 staff. It operates with 4 full-time staff including Director, Merchandise Manager / buyer, Textbook Manager / buyer, and Bookstore Assistant / Accounts Payable clerk. The Director acts as system administrator. The bookstore employs as many as 6 seasonal / temporary employees and 6 student employees each semester. Sales volume for the store is $1.25 million annually. Sale floor size is approximately 2,100 square feet.
1.4 Scope: The purpose of this solicitation is to purchase system(s) suitable for each bookstore and to realize any benefits available from multiple location procurement. Bidders are expected to offer proposals tailored for each of the three campuses. The University reserves the right to award this proposal on a campus by campus basis. Bidders shall highlight any cost or operational advantages of awarding two or all campuses to one vendor. Each campus will evaluate proposals based on its requirements and the evaluation criteria.
The University of Maine System and its campuses are converting to PeopleSoft. The system proposed by the Contractor must support the existing system and the PeopleSoft platform. The proposed solution must consider the cost of adaptation to the University’s existing system and complete conversion to PeopleSoft.
1.5 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to cost, general functionality (how well does the system do what it has to do), data accessibility, user-friendliness, ability to access financial information, merchandising tools, ability to interface with the University’s current and future (PeopleSoft) systems, service and references.
1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site,
www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
1.7 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. Presentations may be required for all campuses or each campus depending on the proposals offered and the evaluation of each campus. After presentations have been conducted, the University may select the bidder or bidders which, in its opinion, have made the proposal(s) that is the most responsive and most responsible and may award the contract to that bidder or bidders. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
1.8 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.9 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal(s) will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.
1.10 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.11 Debarment: Submission of a signed bid or proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.12 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.13 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 90 days from the due date of the proposal.
1.14 Proposal Submission: A SIGNED original and ten (10) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Tuesday, September 16, 2003, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any vendor. Additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
1.15 Pre-Proposal Conference: A conference will be held Wednesday, August 27, 2003 at 10:00 a.m. local time at the conference room in Auburn Hall, 107 Maine Avenue, Bangor, Maine. The purpose of this conference is to answer questions and provide further clarification as may be required. Please hold all questions until this meeting. Attendance by prospective bidders is optional. Firms planning to attend this pre-proposal conference should contact Cindy Carusi at 207-581-2696 no later than 4:00 p.m. local time on Monday, August 25, 2003, with the names and titles of the individuals who will attend.
1.16 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the bid may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the bid opening date and time. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:
SPECIFICATION PROTEST, RFB #______
2.0 GENERAL TERMS AND CONDITIONS:
2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.3 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.4 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within thirty (30) days, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice.
2.5 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from the Director of Bookstore Services of the respective campus.
2.6 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted a state court located in the State of Maine.
2.7 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the contractor assign any money due or to become due without the prior written consent of the University.
2.8 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veteran’s status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.9 Independent Contractor: Whether the Contractor is corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.10 Sexual Harassment: The University is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice.
2.11 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.12 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
Employers Liability minimum limits:
Bodily injury by accident: $100,000 each accident
Bodily injury by disease: $100,000 each accident
Bodily injury by disease: $500,000 policy limit
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
107 Maine Avenue
Bangor, ME 04401
2.13 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The Director of Bookstore Services at each campus or his/her designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.
3.2 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.
3.3 Acceptance Tests: The acceptance tests required to demonstrate that performance specifications can be met must be carried out in exacting accordance with the capabilities as described in the user and technical documentation/operation manuals(s) delivered with the system or submitted with the bid response. Failure to satisfy this acceptance test may result in rejection of the system with no financial obligation incurred by the University.
3.4 Payments: Payment will be upon submittal of an invoice, after acceptance, to the University by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
4.0 SPECIFICATIONS: Requirements related to the individual campus environment may be found in the Appendices.
5.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
5.1 Business Profile:
5.1.1 Financial – Bidders need only supply one copy of the following with their proposals.
Public Companies
-annual reports for the last three years
-history and description of the company
-recent reports from securities analysts
-published reports about the company
Private Companies
-financial statements or tax forms from three years
-history and description of the company
-published reports about the company, if any
5.1.2 Bidders shall complete the Company Profile form, Appendix A.
5.2 Bidders shall respond to the Installation, Warranties, Maintenance, and Support form at Appendix B.
5.3 Bidders shall complete the price quotation form at Appendix C. Forms shall be provided for each of the three campuses.
5.4 Bidders shall respond to the questionnaire at Appendix D.
5.5 Bidders shall submit any contracts/agreements that the University might have to sign.
5.6 The University of Maine System and its campuses are converting to PeopleSoft. The system proposed by the Contractor must support the existing system and the PeopleSoft platform. Explain the transition to PeopleSoft and all expenses that the University would bear in that transition.
5.7 If the system solution is not coded in C++, provide the programming language your solution has been developed in.
5.8 If the database platform or database engine is other than Oracle 9i, please describe it.
5.9 Provide the name of the report writer included with your proposed solution.
5.10 List any additional expenses that will be incurred by the University for updates and additional software.
5.11 Provide the fee schedule for developing a real-time interface between the Bookstore system and the University system.
5.12 Include a complete itemized pricing document for all costs of the proposed system. Include the cost of all hardware, software, consulting, installation, training on-site and off-site, maintenance and University interface.
5.13 State what protocols and ports would be involved in network traffic.
5.14 In the General Merchandise Module, does the Buyers’ analysis include the following information?
Sales
On hand
In transit
On order
Special Orders
Vendor Information
Item information
Purchase and Receiving information
Invoices
Pending Returns
Transfers
5.15 Bidders shall affirm that the system offered is capable of interfacing with the University’s central computer systems.
5.16 Bidders shall describe their proposed environment for web commerce.
5.17 Recycled Material Content Alternate: The University of Maine wishes to buy as many products as possible with a recycled/recovered material content. Please provide all pertinent and verifiable information with regard to the amount of post-consumer recycled content in the products you are bidding, including if they meet or exceed EPA procurement guidelines. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Bidders are encouraged to submit bids for both products with recycled content and for products made from virgin materials.
5.18 Energy Star Compliance: The University prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided.
5.19 References: Provide six (6) user references presently using the system(s) and software proposed by your firm. If possible the University prefers references from users who switched to your system from another system. Follow the sample format provided:
User Name:
Address:
City, State & Zip Code:
Contact Name: Contact Title:
Phone Number:
Previous POS system:
Describe this user’s hardware environment
Registers: Bar code readers:
Terminals: Scanners:
Both: Magnetic strip readers:
Bar code printers: Printers:
What is the size of the bookstore (sq. ft.)? Sales Volume?
How many check lanes are there? Regular Rush
Are there multiple storage locations? How many?
6.0 SIGNATURE:
COMPANY NAME _______________________
By:
(Signature)
(Print Name)
(Title)
(Date)
APPENDIX A
Company Profile
How many years has the vendor been in business? ___________
How many years has the vendor actively participated in retail systems? ___________
How many years has the vendor actively participated in college store industry? ___________
Are you publicly or privately held? ___________
How many college or university store installations do you have? ___________
How long has the SOFTWARE part of your company been in business? ___________
How many MAJOR revisions to your product have you had in the last 3 years? ___________
List approximate employment numbers for the following areas:
Systems Sales _________
Software Support _________
Hardware Support _________
Installation _________
Research and Development _________
Administration _________
Total Employees _________
APPENDIX B
Installation, Warranties, Maintenance, and Support
Has the vendor formed a user group? _______
How does the user group communicate its concerns?
______________________________________________________________________________
_____________________________________________________________________________
Describe or include your standard warranty with respect to the application software, hardware and operating system.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
When do the software warranties commence? Upon receipt, installation, acceptance, other?
______________________________________________________________________________
Is support available through local vendor representatives in Maine? ____________
If yes, name, address, telephone of closest representative
Name ________________________________________________________________________
Address ______________________________________________________________________
Telephone _____/_____/__________
Please send three copies of the user manual(s) with your proposal. We would like to review them to determine how easy they are to follow. These will be kept confidential and they will be returned.
APPENDIX C
Price Quotations
Attach the following schedules:
1. A schedule of the back-office computer system hardware, including all associated peripherals such as printers, display terminals, and installation cabling. Show the details as to disk sizes, internal memory size, communications lines, etc. This should be a priced configuration itemizing prices for all components.
2. A schedule of the back-office computer system software, including operating system. This should be an itemized list with prices for each item.
3. A schedule of the point-of-sale system hardware, including all items. This should be an itemized list with prices for all components.
4. A schedule of the point-of-sale system software, including operating system. This should be an itemized list with prices shown for each item.
5. Include an estimate for one hand held computer, cradle, interface cable and all applicable software to interface it to the current system.
6. A schedule of the maintenance charges for all hardware in this proposal.
7. A schedule of the support charges for all software in this proposal.
8. A schedule of the installation charges including all wiring and communications.
9. A schedule of training charges broken down by hardware, operating system, and application.
10. A schedule of any warranties which may apply.
11. Because many vendors of college bookstore software are also dealers in college textbooks, discounts on system prices are often available in exchange for sales of books. Attach a schedule showing any discounts available, and set forth the terms under which we may qualify for these discounts.
12. Attach a schedule indicating who is responsible for installation of the various components of the system.
13. Summarize below the initial cost to purchase and install the system:
Bookstore
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Total Cost of Back-Office Computer Software
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Total Cost of Back Office Computer
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Total Cost of POS System Hardware
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Total Cost of 1 Hand Held Computer with cradle, interface cable and software
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Total Cost of POS System Software
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Total Cost of Training and Support
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Total Cost of Installation
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Total Cost to Purchase and Install System NOTE: COSTS PROVIDED ARE TO BE ALL INCLUSIVE, INCLUDING SHIPPING CHARGES. |
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14. Please provide a schedule of recurring costs, over the next five years, for the following:
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Hardware Maintenance
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Operating System Software Maintenance
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Application Software Maintenance
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Support Maintenance
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Total Recurring Costs
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15. Reference 14, above, describe costs beyond 5 years:
________________________________________________________________________________
________________________________________________________________________________
_______________________________________________________________________
16. Please provide a list of consumable supplies with costs:
________________________________________________________________________________
________________________________________________________________________________
_______________________________________________________________________
APPENDIX D
Questionnaire
Please utilize the five level response system for all “yes/no” type questions in this questionnaire.
FULL SUPPORT – (F)
The function described is fully supported by your system as it ships.
LIMITED SUPPORT – (L)
The function described has limited support or limited functionality. Please describe the limits to the function, as well as any modifications which would achieve full support in an addendum to your questionnaire response.
MINOR MODIFICATIONS REQUIRED – (MI)
In order to achieve functionality, the system would require minor (less than 10 hours) modifications to code or minor (less than 10 hours) development time for a program extension. Please provide a description of the modifications required as well as rough estimate of the time and cost required to achieve the modifications in an addendum to your questionnaire response.
MAJOR MODIFICATION REQUIRED – (MA)
In order to achieve functionality, the system would require major (more than 10 hours) modifications to code or major (more than 10 hours) development time for a program extension. Please provide a description of the modifications required as well as a rough estimate of the time and cost required to achieve the modifications in an addendum to your questionnaire response.
NOT AVAILABLE – N/A
This function cannot be achieved with your system.
Hardware and Operating System: Back Office Computer
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MAIN PROCESSOR |
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Provide the following information about the back office computer which your are proposing: (In a typical installation.) |
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Manufacturer |
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Computer name |
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Model number
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How long has this computer been in production?
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Can this model be field upgraded to a larger model(s)? |
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