P RO CU RE ME NT D E P A RT ME NT REQUEST FOR PROPOSAL ISSUED MONDAY SEPTEMBER 16, 2013 SEALED RESPONSES DUE NO LATER THAN 3:00 P.M. EASTERN, THURSDAY OCTOBER 10, 2103 SUBJECT: RFP #1050: PROVIDE AND MAINTAIN A MULTI-CAMPUS ID CARD TRANSACTION MANAGEMENT SYSTEM FOR KENT STATE UNIVERSITY Sealed proposals must be received at the Procurement Department, located in Suite 330 of Harbourt Hall, Kent State University, Kent, Ohio, by the date and time specified above, and opened immediately thereafter for the same Request for Proposal above. Proposals received after that date and time will be returned unopened to the respondent. Proposals are to be submitted in accordance with the enclosed RFP Instructions and Specifications. There will not be a formal proposal opening. Questions pertaining to any specifications contained herein must be directed to Larry McWilliams, Assistant Manager of Procurement, at 330-672-9196, or via email to
[email protected]. Kent State University shall at all times reserve the right to reject any or all proposals, waive any proposal informalities or irregularities, and request new proposals if doing so is deemed to be in the best interests of Kent State University. KENT STATE UNIVERSITY PROCUREMENT DEPARTMENT
Lawrence W. McWilliams III, C.P.M. Assistant Manager By signing this document, I am agreeing, on behalf of my firm, to the specifications of this Request for Proposal and accepting, without exception or amendment the Instructions, Agreement Terms, and Specifications as set forth in this document. Any and all Purchase Orders resulting from this Request for Proposal shall be subject to these Instructions, Agreement Terms and Specifications, as incorporated herein.
SUBMITTED BY: _____________________________________________________________________________ (Company Name)
AUTHORIZED SIGNATURE: __________________________________________DATE: ___________________
____________________________________________________________________ (Printed Name, Title)
PROCUREMENT DEPARTMENT
REQUEST FOR PROPOSAL #1050 PROVIDE AND MAINTAIN A MULTI-CAMPUS ID CARD TRANSACTION MANAGEMENT SYSTEM FOR KENT STATE UNIVERSITY
ISSUED MONDAY SEPTEMBER 16, 2013
TABLE OF CONTENTS
SECTION I:
Definitions
SECTION II:
Project Timeline
SECTION III:
Overview of Kent State University
SECTION IV:
RFP Instructions and Agreement Terms
SECTION V:
RFP Specifications
SECTION VI:
RFP Respondent Signature and Identification Form
APPENDICES:
1) 2) 3) 4) 5)
KSU Cardholder Demographics CSGold Transaction Counts System Interfaces Supporting CSGold System Reporting Requirements Data Conversion
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SECTION I DEFINITIONS
Relative to this document, and any addenda incorporated herein, the following definitions apply. Addendum(a): Written instruments, issued solely by the Kent State University Procurement Department, that detail amendments, changes, modifications, or clarifications to the specifications, terms and conditions of this Request for Proposal (RFP). Such written instruments shall be the sole method employed by the Procurement Department to amend, change, modify or clarify this RFP, and any claims (from whatever source) that verbal amendments, changes, modifications or clarifications have been made shall be summarily rejected by the Procurement Department. Agreement, Contract: Formal award resulting from the RFP. CUDC: “Cleveland Urban Design Collaboative” KSU: “Kent State University” KSUCPM: “Kent State University College of Podiatric Medicine” May, Should: Indicates something that is requested but not mandatory. If the Proposer fails to provide information, the Kent State University Procurement Department may, at its sole option, either request that the Proposer provide the information, or evaluate the Proposal without the information. Proposal Closing Date: The date and time specified in the RFP by which a sealed proposal must be received by the Kent State University Procurement Department. Proposals received after the stated date and time will not be considered. Proposal Issue Date: prospective vendors.
The date and time the RFP process is opened for submission by
Proposal, Quotation: Response provided by proposer. Proposer, Vendor, Carrier, Provider: Respondent to the RFP. RFP: “Request for Proposal” Shall, Must, Will: Indicates a mandatory requirement. Failure to meet mandatory requirements will invalidate the proposal, or result in the rejection of a proposal as non-responsive.
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SECTION II PROJECT TIMELINE All respondents are expected to adhere to the following timeline in completion of the Request for Proposal process:
Monday, September 16, 2013: RFP Release and Circulation
Monday, September 30, 2013, 4:00 PM Eastern: Deadline to register for mandatory pre-bid meeting/conference call
Wednesday, October 2, 10:00 AM Eastern, Kent Student Center, Kent State University: Mandatory pre-bid meeting/conference call with vendors
Thursday, October 10, 2013, 2013, 3:00 PM Eastern: Proposals due; distribution of proposal copies and beginning of evaluation process
Week of October 21s, 2013: Select vendor presentations
On or about October 28th, 2013: Anticipated announcement of contract award, negotiation and logistics with vendor to follow
May 2014: Installation of system
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SECTION III BRIEF OVERVIEW OF KENT STATE UNIVERSITY
Founded in 1910, Kent State University is the largest public multi-campus system in Ohio in terms of the number of campuses (eight) and local communities served across Northeast Ohio. Kent State has a population of over 42,000 students, 3,300 full-time faculty and staff members, and more than 200,000 alumni. The University’s annual budget is $500 million, approximately 25% of which comes from the state of Ohio. Total assets of the KSU Foundation are $113 million. On July 1, 2006, Dr. Lester A. Lefton became the 11th President of the University, succeeding Dr. Carol A. Cartwright. Dr. Lefton has set out an aggressive plan to build and expand on our established strengths and for the University to substantially increase funded research and secure its position as the lead research university in the region. The University’s Kent Campus, which has a student body of 27,000 and a thriving residential population of 6,000, is located on a beautiful 900-acre physical plant in Kent, Ohio, a city of 30,000 in Portage County, within the greater Cleveland-Akron metropolitan area. It provides the intellectual, scientific, social, economic, and artistic resources of a major research university in an extremely safe and serene campus setting. Seven regional campuses draw full- and part-time students, now totaling about 14,000, from their local communities: Ashtabula Campus, Ashtabula; East Liverpool Campus, East Liverpool; Geauga Campus, Burton; Salem Campus, Salem; Stark Campus, Canton; Trumbull Campus, Warren; and Tuscarawas Campus, New Philadelphia. The regional campuses, which are non-residential, have led the institution’s enrollment growth over the past decade. Each campus is thoroughly engaged in the community, in which it is located, making available the rich resources of a comprehensive and diverse university and significantly impacting that area’s economic well-being and quality of life. The chief academic officer is responsible for the academic direction of all eight campuses of Kent State University. The Ohio College of Podiatric Medicine officially became the Kent State University College of Podiatric Medicine, effective July 1, 2012. The college was established in 1916 and is one of the largest and most respected podiatric medical education institutions in the country and the only accredited podiatry school in Ohio. According to the Carnegie Commission on Higher Education, Kent State is one of 77 public research universities that maintain “high research activity.” Other elements in the classification of the Kent campus include its undergraduate instructional program (“professions plus arts & sciences, high graduate coexistence”), its graduate program (“comprehensive doctoral, no medical/veterinary”), its enrollment profile (“high undergraduate”), its undergraduate profile (“full-time four-year, selective, lower transfer-in”), and size and setting (“large four-year, primarily residential”). Kent State is proud of its outstanding faculty, staff and students, collaborative culture, exceptional academic and research orientation, strong commitment to engagement, academic excellence, and diversity. The University offers 32 associate, 272 baccalaureate, 214 masters, and 59 doctoral degree programs. Academic programs are organized into ten degree-granting colleges: Architecture and Environmental Design; Arts and Sciences; Business Administration; College of the Arts; Communication and Information; Education, Health, and Human Services; Nursing; Public Health; Technology; and the Kent State University College of Podiatric Medicine.
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SECTION IV REQUEST FOR PROPOSAL INSTRUCTIONS AND AGREEMENT TERMS
SCOPE Kent State University is seeking Proposals from qualified firms which are in the business of providing and supporting a multi-campus ID card transaction management system that performs the various card-based purchase and verification operations and services as listed in this Request for Proposal (RFP) document. The university is very interested in collaborative and innovative strategies and programs, especially those that support and advance its commitment to enhance the student experience. The university specifically solicits your creative ideas and recommendations towards that goal. It is the intent of the university to select one (1) vendor to provide exclusively all card system requirements for Kent State University’s eight (8) campuses and the College of Podiatric Medicine in Independence, Ohio. The respondent shall present evidence that the firm or its officers have been engaged in providing services as listed in the RFP. References must be included stating the name, position, and telephone number of a contact person. This system must involve more than hardware and software; the design philosophy of the system and the successful vendor must be based on the premise that a single, personalized magnetic striped identification card can be utilized for all monetary and non-monetary transactions and activities associated with day-to-day life on campus. These various applications must be supported by a family of on-line devices (application specific card reading terminals and "subsystems") designed to manage point of sale, debit card applications, facility access and entitlement/verification activities from multiple locations on campus. The vendor's commitment to this "all campus" concept, as well as the vendor's ability to support it from a position of short and long term system development, will weigh significantly in the evaluation process. The minimum requirements for these individual application specific card reading terminals and “sub-systems”, the centralized transaction processor and the common database will be detailed within this document. See Appendices for current Kent State demographics, hardware, usage, statistics, interfaces, point of sale devices, reporting requirements, and data conversion requirements. (Please proceed to following page.)
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PROPOSALS INSTRUCTIONS AND INFORMATION Proposals are to be written to address all information required, must be presented in a wellorganized presentation and should follow the format of the Request for Proposal (RFP). Each response should reference the number and headings as listed in the RFP. The proposal document must include a detailed Table of Contents formulated in the same order as the topics and questions as they appear in this document. The cost proposal and any accompanying materials and additional information deemed necessary by respondents to embellish and complement effectively their response should be included in an Addendum Section. Proposers are cautioned not to include an abundance of promotional and marketing materials as a substitute for objectively compelling and substantive documentation for the proper support of their response. In order to receive consideration, companies responding to this request are required to submit one (1) original (and so marked “ORIGINAL”), two (2) hardcopies, and one (1) electronic copy (on CD, thumb drive, etc.) of their response in a sealed envelope or package clearly indicating the contents, before and no later than the date and time specified on the RFP. The Coversheet and all of Section VI—as well as the information requested in Section V— must be completed, dated and signed by the respondent, and must accompany the written proposal in the manner described above. Respondents are asked to direct the proposal to Larry McWilliams, Assistant Manager of Procurement, at the following address: Kent State University Procurement Department Suite 330 Harbourt Hall 615 Loop Road PO Box 5190 Kent, OH 44242-0001 Directions to Harbourt Hall may be accessed at the following link: http://www.kent.edu/campuses/maps/map.cfm Responses must be received in the Kent State University Procurement Department, Suite 330 Harbourt Hall, 615 Loop Road, Kent, Ohio, by 3:00 PM Eastern on Thursday, October 10, 2013. Responses will not be accepted via facsimile or via email. It is the responsibility of the proposer to ensure that the requested number of response copies arrive on time and at the designated location. Any submissions received after the stated date and time, or those that do not contain the correct number of copies, will be disqualified. This RFP is intended to provide its respondents with a formal and unrestrictive opportunity for their services to be considered for PCI DSS compliance solutions for Kent State University. Respondents submitting information which meet the specified criteria and which are deemed to
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be the most advantageous to the university may be required to make a presentation to a University evaluation team at a later date. It is requested that those vendors who do not desire to submit a response indicate the same by submitting a “No Response” to the Procurement Department. OHIO REVISED CODE 9.24 REQUIREMENT: FINDING FOR RECOVERY Ohio Revised Code 9.24 Requirement: Finding for Recovery Ohio Revised Code (ORC) Section 9.24 prohibits the State from awarding a contract to any offeror(s) against whom the Auditor of the State has issued a finding for recovery if the finding for recovery is deemed “unresolved” at the time of award. By submitting a response, the offeror warrants that it is not now, and will not become subject to an “unresolved” finding for recovery under ORC 9.24, prior to the award of any contract arising out of this RFP, without notifying the university of such finding. Furthermore, if the warranty is false on the date the offeror would sign an Agreement resulting from this RFP, such and any future Agreement is void ab initio, and the Contractor must immediately repay to the State any funds paid under any such Agreement. “Contractor warrants that it is not subject to an “unresolved” finding for recovery under O.R.C. Section 9.24. If this warranty is found to be false, this Agreement is void ab initio and Contractor shall immediately repay to Agency any funds paid under this Agreement.” SUPPLIER DIVERSITY Kent State University encourages women and minority groups to respond to university Requests for Proposals. Kent State University is committed to a proactive and a comprehensive supplier diversity program that ensures an active and full participation of historically disadvantaged, economically and socially underutilized businesses located within the university's geographic region and beyond with specific attention to include Minority Business Enterprises (MBE) and Women-Owned Business Enterprises (WOBE). Information about Kent State University’s Supplier Diversity Program including the Vendor Registration Process can be found on the Procurement Department Web site at http://www.kent.edu/procurement/welcome-supplierdiversity.cfm. Kent State University encourages the participation of women and minority groups in all university contracts. Kent State University therefore requires that all prospective suppliers demonstrate good faith efforts to obtain the participation of minority-owned and womenowned business enterprises in the work to be performed under university contracts. The supplier shall furnish appropriate quarterly information about its effort to include womenowned and minority groups in the contract, including the identities of such enterprises and the dollar amount supplied under the contract. A listing of Ohio certified minority businesses, as well as the services and commodities they provide, is available from the State of Ohio Minority Business Enterprise Unit and can be reviewed at http://www.das.ohio.gov/Eod/EODMBEOff.htm.
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CAMPAIGN CONTRIBUTIONS Contractor hereby certifies that all applicable parties listed in Division (l)(3) or (J)(3) of O.R.C. Section 3517.13 are in full compliance with Divisions (l)(1) and (J)(1) of O.R.C. Section 3517.13. CONFLICTS OF INTEREST AND ETHICS COMPLIANCE No personnel of Contractor or member of the governing body of any locality or other public official or employee of any such locality in which, or relating to which, the work under this Agreement is being carried out, and who exercise any functions or responsibilities in connection with the review or approval of this Agreement or carrying out of any such work, shall, prior to the completion of said work, voluntarily acquire any personal interest, direct or indirect, which is incompatible or in conflict with the discharge and fulfillment of his or her functions and responsibilities with respect to the carrying out of said work. Any such person who acquires an incompatible or conflicting personal interest, on or after the effective date of this Agreement, or who involuntarily acquires any such incompatible or conflicting personal interest, shall immediately disclose his or her interest to Agency in writing. Thereafter, he or she shall not participate in any action affecting the work under this Agreement, unless Agency shall determine in its sole discretion that, in the light of the personal interest disclosed, his or her participation in any action would not be contrary to the public interest. Contractor represents, warrants, and certifies that it and its employees engaged in the administration or performance of the Agreement are knowledgeable of and understand the Ohio Ethics and Conflicts of Interest laws and Executive Order No. 2007-O1S. Contractor further represents, warrants, and certifies that neither Contractor nor any of its employees will do any act that is inconsistent with such laws and Executive Order. PROPRIETARY INFORMATION DISCLOSURE All responses and accompanying documentation will become the property of the University at the time responses are opened, with the exception of any material marked as proprietary information as defined by Ohio Revised Code Section 149.43. All response materials are subject to disclosure under the Ohio Public Records Law (ORC 149.43) except proprietary information, which will be returned to the unsuccessful respondent at the respondent’s request and expense, or be destroyed, at the conclusion of the selection process. VERBAL INFORMATION Companies submitting responses shall NOT base the response on verbal information from any employee of the University from the date and time the RFP is received by the proposer, unless otherwise noted elsewhere in the RFP. Any such incident will invalidate the response, and bar that particular vendor from receiving a purchase or contract award.
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In case errors or omissions are found in the response document, companies submitting responses shall at once inform the signee in the Procurement Department who will publish the correction to all companies. SPECIFICATIONS Specifications have been based on services desired by the University and are used for the purpose of description and establishing quality desired. Acceptable alternates may also be considered. MANDATORY PRE-PROPOSAL MEETING/CONFERENCE CALL A mandatory pre-proposal meeting/conference call will be conducted on Wednesday, October 2, 2013, at 10:00 AM Eastern, in the Kent Student Center, at Kent State University, Kent, Ohio to answer any questions and address any issues that may arise in the development of your proposals. Vendors are invited to participate in the meeting in-person, but a conference call option will be exercised for those respondents whose representation can only be facilitated remotely. The meeting/conference call is mandatory, and participation is a condition for contract award. Proposers are asked to register for it by contacting Larry McWilliams in the Procurement Department via email at
[email protected]. The deadline for registration is Monday, September 30, 2013, 4:00 PM Eastern. All emails will be acknowledged as received, along with a confirmation of your registration and directions and instructions for participating in the meeting/conference call on October 2, 2013. ADDITIONAL INFORMATION In the event that information submitted by the respondent is unclear to the University, the University may request additional explanation from the respondent for the purpose of evaluation and decisions. The respondent shall answer requests for additional information or clarification in writing, and these responses will become part of the company’s overall submission. Respondents failing to provide adequate information on any issue in a timely manner to allow a comprehensive evaluation by the University shall be considered unresponsive, and their submission subject to rejection. EVALUATION AND CONTRACT AWARD All proposals which meet the requirements for RFP submittal will be evaluated by a Universityled evaluation committee. The evaluation will be based on criteria set forth in this proposal resulting in point scores for each bidder. An award will be made to the bidder who has received the highest points. The committee may elect to interview or meet with any bidders in order to clarify their proposal. Top qualifying bidders may be asked to provide further demonstration of their capabilities relevant to this bid request.
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Notwithstanding the above, this RFP does not commit the University to enter into any contracts for helpdesk services outsourcing as described in this document. The University reserves the right to reject any or all offers and to waive formalities and minor irregularities in the proposals it receives. A written notice of selection as the preferred vendor will be furnished to the successful Respondent. INDEMNIFICATION/HOLD HARMLESS Proposer shall indemnify and hold Kent State University harmless from and against all claims, losses, expenses, damages, causes of actions and liabilities of every kind and nature (including without limitation reasonable attorney’s fees), arising out of any alleged breach of any proposer’s obligations or warranties or from any other acts or omissions of contractor, its officers, agents, employees and subcontractors. MARKETING/ADVERTISING No supplier providing products or services to Kent State University shall willfully obtain the name, identifying marks or property of Kent State University for its own promotional purposes. PROPOSER PRESENTATIONS Proposers submitting responses which meet the selection criteria and which are deemed to be the most advantageous to the University may be required to give an oral presentation and product demonstration to the University selection team, and will be scheduled at some point during the week of September 9, 2013, times TBD. Scheduling of these oral presentations will be done by the Procurement Department, in coordination with the members of the University selection team. VALID PROPOSALS Proposals will be considered valid for a period of one hundred-twenty (120) days after the scheduled due date, unless otherwise noted. PROCEDURE FOR CONDUCTING NEGOTIATIONS —Who To Negotiate With First After completion of the initial evaluation process, the University may begin negotiations with one or more vendors whose proposals are most in keeping with the University’s requirements as enumerated in the RFP. Notification of such negotiations will be offered after a reasonable amount of time has elapsed from the proposal deadline. Negotiations shall continue to the satisfaction of the University or, if the University determines a satisfactory agreement cannot be reached, the University may initiate negotiations with one or more of the remaining vendors. —Negotiations With Multiple Vendors The University reserves the right, at all times during the negotiation process, to negotiate with one or more vendors at the same time, but is under no obligation to do so. The vendor(s) with
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whom the University enters into negotiations must have present a representative with decisionmaking authority. —If Negotiations Are Unsuccessful With respect to any of the services that are a part of this RFP, in the event that the University determines that a contract cannot be negotiated with any of the vendors who respond to the RFP, the University shall have the right to issue a new RFP or other process to seek qualified applicants, to provide the services itself, or to use another process (e.g., sole source contracting) in order to have the product(s) and/or service(s) provided. DUN AND BRADSTREET DATA Kent State University reserves the right to request data from Dun and Bradstreet concerning history of company’s financial and payment statistics. Proposals from companies failing to provide the requested data to Dun and Bradstreet will not be considered. PERIOD OF AGREEMENT The duration of the hardware support contract resulting from this RFP will be for five (5) years.. CONTRACT EXTENSION It is understood and agreed that Kent State University reserves the right to extend the contract period a maximum of thirty (30) days beyond the normal expiration date of this contract. Any further extension as may be required shall be through mutual assent. RENEWAL OF CONTRACT After the initial five (5) year term, Kent State University reserves the right to renew the contract for three (3) additional one (1) year terms, with mutual assent. Any renewal agreed upon shall occur ninety (90) days prior to expiration of the contract then in force. TIME IS OF THE ESSENCE Time is of the essence in completing this project. Any breach of the terms of any contract resulting from this solicitation, including, but in no way limited to the time period of performance, will be just cause to terminate that contract without prior notice to the contractor. Termination resulting from breach will be cause, at the sole discretion of the University, to suspend the proposer from proposing on any project at the University for a period of up to three (3) years. REJECTION OF SERVICES All services purchased herein are subject to approval by Kent State University. Any rejection of services resulting because of nonconformity to the terms and specifications of the contract, whether held by the buyer or returned, will be at the proposer’s risk and expense.
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PCI-DSS COMPLIANCE 1) The Proposer must provide certification of compliance with all current Payment Card Industry (PCI) standards. 2) The Proposer shall address PCI compliance requirements in a manner that minimizes risk to the University while also minimizing the University’s participation in PCI related activities. PRICE ADJUSTMENT All fees quoted must remain firm during the term of the contract; however, prior to entering into a renewal of the contract and in the event of a price change (increase or decrease), fees may be changed subject to a negotiated adjustment to reflect such an increase or decrease. In all instances the proposer must document such requests in writing to the Procurement Department and any price changes that may result will apply only to the renewal period of the contract. PREFERENCE TO UNITED STATES AND OHIO PRODUCTS Though it may not be applicable to this particular solicitation, State of Ohio Am. H.B. 271 requires that preference be given to products produced or mined in the United States and in Ohio. BUY AMERICAN Though it may not be applicable to this particular solicitation, proposals will be evaluated to determine that a proposer’s offering is for a “domestic source end product”, as defined in the Federal Buy American Act, 41 U.S.C.A., section 10a-10d. Any proposer’s offering that does not meet this requirement shall be rejected, except in those circumstances where a determination has been made that certain articles, materials and supplies are not mined, produced or manufactured in the U.S. in sufficient and reasonably available commercial quantities and of satisfactory quality. BUY OHIO Sections 125.09 and 125.11 of the Ohio Revised Code require that in the evaluation of bids, the University give preference to products which are ‘mined, excavated, produced, manufactured, raised, or grown in the state by a person where the input of Ohio products, labor, skill, or other services constitutes no less that 25% of the manufactured cost”, or products offered by bidders who have a “significant Ohio presence”, defined to mean that the bidders: Pay required taxes to the state of Ohio; and Are registered and licensed to do business in the state of Ohio with the Office of Secretary of State; and Have ten or more employees based in Ohio, or seventy-five percent or more of their employees based in Ohio. Any bids meeting the above criteria will be given a preference of up to five (5) percent over the lowest price “non-Ohio” bid submitted; except that such preference will not be applied against
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vendors from bordering states, provided that the border state imposes no greater restrictions than contained in sections 125.09 and 125.11 of the Ohio Revised Code. Where it has been determined that selection of the lowest Ohio proposer, if any, will not result in an excessive price or a disproportionately inferior product or service, the contract shall be awarded to the low Ohio proposer at the proposal price quoted. Where, it is advantageous to award the contract to other than an Ohio proposer or Proposers from a border state, then the contract shall be awarded accordingly. FEDERAL, STATE AND LOCAL LAWS The proposer shall, in the performance of work or services on this job, fully comply with all applicable federal, state or local laws, rules, regulations and ordinances, and shall hold Kent State University harmless from any liability from failure of such compliance. EQUAL EMPLOYMENT OPPORTUNITY Kent State University is an Equal Opportunity Employer and as such makes the following request: The proposer, in submitting a proposal and/or filling a purchase order, agrees not to discriminate against any employee or applicant for employment with respect to hiring and tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment, because or race, color, religion, gender, age, sexual orientation, national origin, disability, or identity as a disabled veteran or veteran of the Vietnam era to the extent required by law. The proposer must further agree that every subcontract or order given for the supplying of this order will contain a provision requiring nondiscrimination in employment, as herein specified. This covenant is required pursuant to Federal executive orders 11246 and 11375 and any breach thereof may be regarded as a material breach of the contract or purchase order. AUDITS Kent State University reserves the right to perform audits as often as is deemed necessary by the University with advance notice. The University will utilize all invoicing and documentation, which relates to Kent State University’s final cost. Kent State University personnel from the Kent State University Alumni Association, Procurement Department, and Auditing Department may perform these audits. The company to be audited must provide access to files and information necessary to validate cost data and assist in the performance of each audit. Audit discrepancies must be resolved to the satisfaction of Kent State University. Kent State University reserves the right to terminate the partnership at any time if the audit results are not resolved to meet the requirements of Kent State University. COMMUNICATION CONTACT All questions regarding this Request for Proposal must be directed to Larry McWilliams, Assistant Manager of Procurement, at 330-672-9196, or via email to
[email protected]. (Proceed to Section V, “Specifications”.)
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SECTION V REQUEST FOR PROPOSAL SPECIFICATIONS
SCOPE As iterated elsewhere, Kent State University is seeking Proposals from qualified firms which are in the business of providing and supporting a multi-campus ID card transaction management system that performs the various card-based purchase and verification operations and services as listed in this Request for Proposal (RFP) document. The university is very interested in collaborative and innovative strategies and programs, especially those that support and advance its commitment to enhance the student experience. The university specifically solicits your creative ideas and recommendations towards that goal. GENERAL REQUIREMENTS Service and Support The bidder will provide a detailed description of the variety of service and support options available (service level agreement), including telephone and/or other options, as well as a detailed description of the Warranty provisions. The bidder will evaluate the scope of the proposed installation and, based on this evaluation, will suggest a "best" option in this case. The bidder will provide a detailed explanation of why this service and support option was selected as "best" in this case. Training Describe the level of vendor support provided in implementing, installing, and maintaining the system. If any additional vendor support is an extra cost, specify cost in the proposal. Describe the proposed training packages. Indicate the type, duration, and location of training courses that are available. List any restrictions placed on the number of attendees. If any additional training is available at an extra cost, please specify what costs will be assessed to the university and indicate this in the proposal. Implementation Schedule Describe in detail your proposed implementation schedule, outlining timeliness for implementation, training, etc. The system must be completely installed by May 2014. The vendor will provide on-site support personnel during start-up. The proposal should indicate the number of days that this will include, number of people, and any expenses associated with this requirement. Cost of Ownership Provide a five (5) year total cost of ownership schedule. This should include a summary of initial investment plus recommended maintenance and support costs to the university. Provide detail on price protection for maintenance and support services.
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Updates to Current Hardware/Software All of the service and support options will include provisions to notify the university of the availability of hardware and software updates, and the associated costs (if any). It is preferred that periodic software updates will occur at regular intervals at low cost (if any), and hardware updates be performed for the least possible cost on-site. The bidder will provide a description of the update/upgrade policy. Updates for all vendor-provided hardware and software must be made available to the university, even if the university chooses not to carry an on-going maintenance agreement on that particular piece of hardware or software. Data Conversion Vendor shall be responsible for converting data from our current system’s (CSGoldVersion 5.0.24 and Micros 9700) to vendor's proposed system. (Listing is also included in Appendix 7). Data that must convert includes: Patron account number, ISO number, and name including history from the past 7 years. Patron activity flags Patron debit plans and current balances System location configuration System plan configuration System rule configuration FUNCTIONAL SPECIFICATION FOR CENTRAL SYSTEM AND PERIPHERALS Architecture 1) Database Management System a) Vendor must describe the proposed system's database management system. The database management system must have a proven track record of supporting large-scale All Campus Debit Card systems. b) Vendor will describe their long-term strategy for operating within the evolving "client/server" and "open database" environment. Interoperability with other campus and off-campus systems depends on the general computer industry's acceptance of the vendor's Relational Database Management Systems (RDBMS). c) The system must offer interoperability with other systems via published industry standards. The preferred method for external interoperability is the use of the Open Data Base Connectivity (ODBC) standard, due its broad acceptance by the majority of the RDBMS industry. 2) Central System Hardware The central computer system must utilize quality, industry-standard hardware components in a configuration with a proven track record in large-scale All Campus Debit Card systems. Vendor must describe the central system hardware configuration.
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3) Operating Systems Central System: To eliminate the need for the central system user to be familiar with the operating system, the central system's application software must completely control the system environment. In other words, the central system user must not require any knowledge of the operating system to use, maintain, or configure the system, create reports, etc. As such, it is expected that there will be no "command line" interaction required with the operating system whatsoever. Likewise, the central system's operating system will be transparent to other campus systems and users. Performance 1) The system must be able to maintain a sustained transaction rate of at least eight (8) transactions per second, regardless of the size of the system configuration (number of online card reading terminals, workstations) and/or other concurrent activities such as multiple report generation. 2) The maximum response time from the time the ID card is read at the card reading terminal location until the appropriate response is returned to the terminal must never exceed two (2) seconds, regardless of the number of on-line readers or system activities which are occurring at the same time. System Capacity 1) On-line Devices: The system must have the capacity for at 2000 point of sale devices and other application-specific card reading terminals and/or "sub-systems" (such as vending, third party debit devices, building access, etc.) 2) Cardholder Capacity: The system must support unlimited cardholders. 3) Plan Capacity: A "plan" is a subset of the overall cardholder record that holds a debit/credit point balance. The system must have a capacity of at least 100 plans, and allow combinations of meal plans and/or credit/debit point plans on the same cardholder record. 4) Each cardholder's record could require multiple debit/credit balances, while at the same time maintaining a configuration that may be realistically administered. The system must allow at least four debit/credit balances per cardholder record. Communications 1) Workstation Connectivity a) The system workstations will communicate with the central server via Ethernet Local Area Network (LAN). This LAN will be connected to the campus LAN, allowing system workstations to be placed in any campus location serviced by the campus LAN.
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b) The system should also have a provision for workstations to communicate over RS232 or dial-up communication. The vendor must describe in detail both the workstation Ethernet LAN communication and RS-232 communication options. 2) Terminal Connectivity The point of sale (POS) terminals must connect to the system using a variety, and combination, of communication options. These should include LAN terminal servers, and direct Ethernet LAN connection options. The vendor must describe in detail its card reading terminal communication options. 3) Data Exchange Capability The system should provide an efficient and encrypted method of exchanging data between itself and other campus computing resources. The minimum data exchange capability must consist of the exchange of data files. a. This method must allow population of all debit system databases including point and meal plans, as well as demographic data. b. It must create auditable transactions for all additions and/or changes to point and meal plan balances performed via the data file exchange. c. Audit transactions created during the data exchange must be readily identifiable. d. Data exchanges of any size must be allowed by the system while maintaining full on-line system operation. Transactions occurring during the download must continue to be fully completed in real time. e. Data exchanges must be allowed from any/all LAN-based system workstations, and this functionality must be password protected. f. The format of the ASCII files should be user-definable. g. No "reset" or "restart" of any part of the system must be required following a download. h. The vendor should describe other data exchange capabilities inherent to the proposed system, such as real-time operations (sql etc.). 24-Hour System Operation The system should support operation of all on-line card reading terminals on a 24 hour per day, 7 days per week basis. No scheduled off-line period for reporting, backup, etc. is acceptable. Time Schedule 1) The system must utilize a real-time Time Schedule which can execute unattended reports and perform routine system maintenance at pre-established times. 2) The Time Schedule must have provisions for at least 500 individual event commands.
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3) The Time Schedule execution cycle must be nearly unlimited, (i.e., not on a weekly or monthly cycle), to allow the scheduling of reports and system maintenance covering an entire year. 4) The system must provide scheduling options for execution: every day every weekday only every weekend day only specific day(s) every week, month, or year one time only on a date/time specified 5) All system reports, both standard and user-defined, must be executable via the Time Schedule. Reporting 1) The system must include a report generator that runs a complete set of vendor-provided standard reports, as well as the capability to create custom reports. 2) Users must have the capability to copy and edit standard reports for quick report customization, as well as the ability to create "original" reports. 3) Reports must allow "ownership" by individual users to control who can run and edit the individual reports. 4) The Report Generator must include capabilities for automatic page headers, full page format control, and page width control. 5) The Report Generator must allow reports to be displayed on the screen, printed to the workstation's attached printer, and report data direct to an ASCII file in a user-defined format. 6) System should provide the ability to e-mail reports directly from system using e-mail address from the demographics table. 7) The Report Generator language should support various output data formats such as the number of characters, left of right justified format, with or without decimal point, etc. 8) The system must include a complete standard report set including: Location Summary and Detail Reports Transaction Reports Patron Reports Plan/Balance Reports Configuration Reports 9) The system Report Generator must allow the execution of reports from the Report menu and from the Time Schedule. 18
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10) The system must allow third party report software (Crystal Reports) to be able to access data for reports and data extracts. 11) The bidder's response must include a set of "standard" or canned reports for evaluation. (Sample reports from Kent State's current System are provided in Appendix). ID CARD PRODUCTION SYSTEM CARD SPECIFICATIONS The university produces an ID card which has a high coercivity magnetic stripe which follows the ABA encoding standards. We use standard CR80 card stock and all vendor readers must be capable of reading the ABA specification. The card will be produced by a Datacard IDworks system using various manufactures printers and encoders. The vendor should outline any experience interfacing their card system with a DataCard IDworks system and itemize any cost for the interface. The system must be able to: Randomly generate a unique ISO number based on KSU’s numbering scheme at the time of card creation. The ISO number must include a LUHN check digit. Read our current number server database in order to guarantee that no ISO numbers are generated from numbers that had previously been used on our current system. The Vendor must be able to pass the ISO number and account number from their server (number server) to the Datacard card production system workstations automatically. Cardholder Information—Cardholder Record 1) The system must utilize a cardholder record structure having a single record per card holder. When a Workstation user accesses an account record, this account record will include all aspects of the cardholder's campus wide privileges, balances, access scheduling and demographic detail. This single account record for each cardholder record must include, as a minimum, the following information:
Point plan balances for several debit and credit plans. A minimum of 100 yes/no indicators (commonly referred to as "activity flags") which can be utilized to record information about a cardholder, to determine privilege verification, to control specified transactions, and that can be utilized during reporting. Meal Plan balance The Lost Card Code to ensure that a reported lost card cannot be used. Detailed demographic information fields. The bidder will describe in detail the demographic detail supported by the proposed system. The date/time that the record was created and the ID of the user who created the account. The date/time that the record was last modified at a workstation, and the ID of the user performing the modification. An on-line transaction log that displays all of the cardholder's transactions instantaneously, without waiting for the completion of a cardholder transaction report.
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User Workstations A workstation is defined as an administrative terminal where cardholder accounts are created, viewed, or modified. Reports and system configuration will also be performed at these workstations. 1) Workstation Architecture a) The system must utilize standard Windows PCs for user workstations. The primary communication method must utilize an Ethernet LAN. b) Changes made to cardholder records via workstations must be recorded as transactions on the central system. The bidder will describe in detail the audit trail provided for modifications to cardholder accounts performed at Workstations. c) The total number of PCs on campus that are workstation-capable (workstation software loaded, connected to the LAN, and ready to log-on) must be virtually unlimited. The system must support at least 20 concurrent workstation operations. 2) Workstation Hardware a) The University may choose to obtain the workstation hardware locally. This campussupplied hardware will be Windows PCs and PC peripherals (printers, etc.) b) The vendor may impose reasonable basic minimum hardware qualifications for the workstation PCs. The vendor must supply a detailed list of basic minimum hardware qualifications. 3) Workstation Software The university-supplied workstation PCs will provide the Microsoft Windows 7 or later. Other than MS Windows, all other software required for the operation of the workstation must be supplied by the vendor. 4) User Interface a) Menu-driven User Interface Requirements The system workstations must incorporate an industry-standard graphic user interface. The user interface must support a pointing device, such as a mouse, for operation of the vendor's debit card system software. b) On-Line Documentation and Context sensitive Help The system User Manual should be electronically included "on-line" to all users from their workstations. The user should be able to read on-line documentation from the User Manual by selecting chapters or topical index. In addition, the ability to instantly access the contents of this manual in a context sensitive manner should be available. When prompted with an unfamiliar option, the user should have the ability to press the HELP key or icon, and the appropriate section of the User Manual which explains the option will appear.
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Passwords The university anticipates the system will be expanded to encompass many different operations throughout the campus, each requiring limited access to the central database. This limited access will allow "departmentalization" of the system: different departments will be allowed access to features and data as necessary, but access will be restricted to areas outside the operational jurisdiction of that department. A critical component of this "departmentalization" capability is the password protection system. The system must include password protection by functional areas of the workstation software, so that individual system users have access only to functional areas and features authorized by the System Administrator. The system should be LDAP compliant. If not yet available, an estimated timeline must be provided showing the vendor's reasonable estimation of the quarter in which the feature will be made available. The successful vendor will be expected to provide the necessary upgrade to achieve LDAP compliance within a reasonable time frame [within two (2) quarters] for no additional charge following the successful install of an LDAP compliant system elsewhere. 1) The password protection system will allow read-only access, read/write access or no access to each of the specific areas listed below. 2) The menu selections for access to functional areas of the workstation software that are denied to an individual user will not be displayed. 3) The password protection system must control an individual user access to: Specific plans Specific access schedules Specific activity flags Specific reports Demographic data On-line personal transaction logs Ability to make lost card code changes Ability to view the cardholder's name with record System configuration Diagnostic tools Mass Storage Devices and Data Redundancy 1) A removable mass storage device must be utilized for automatic system backup. The vendor will describe the mass storage device. 2) The automatic system backup must take place at the user-defined time of day and while maintaining readers on-line. 3) Vendor should describe system used to handle data redundancy. Disaster Recovery 1) Data Recovery The system must include sufficient disaster recovery provisions to preclude the loss of any data under nearly any circumstance. As a test of this aspect of the system (and the 21
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vendor's ability to deal with this situation), the vendor will provide a detailed description of the steps that would be performed to recover from the following scenario: "The primary database hard disk fails Sunday at 3:05 P.M. After contacting the vendor, subsequent attempts to restart the system with the hard disk fails. The last automatic backup was Sunday at 2:00 A.M. This backup is discovered to be unusable (physically damaged). Therefore, the next preceding backup must be utilized, and Saturday and Sunday's transactions must be recovered." 2) Physical Disaster The next scenario details a physical disaster (natural or manmade). The debit card system will play a vital role in campus life, and therefore it can be expected that loss of the system will yield a significant impact on campus operations. Therefore, the vendor is expected to assist with the recovery effort as quickly as possible. The vendor will provide a detailed description of their involvement with the recovery effort from the following scenario: "Fire destroys the building containing the debit card central processor system. The vendor is immediately notified and is asked for assistance." Archive Mass Storage 1) The mass storage device used for daily automatic backup will also provide access to archived data from previous time periods. 2) Archived data must be available without interrupting real-time transaction processing, and without requiring an "archive restoration" procedure. 3) The archived data set will utilize the same user interface and allow the full reporting capability of the "live" data set. 4) Archived data from our current system (Diebold Series 5) should be able to be loaded into vendors proposed system. Backup Power 1) The university will provide a UPS for the system. The vendor should provide specifications to ensure that the UPS will meet the following criteria: The protection time of each power outage must be sufficient to provide a complete and orderly shutdown of all system processes fully automatically. The UPS must not allow the system to operate without sufficient battery reserves in order to perform a complete shutdown sequence in the event of another power failure. The UPS must interactively communicate with the system via an electronic communication link, exchanging status and other pertinent data. When electrical power is restored to the UPS, the system must automatically restart to full operational capability without operator intervention.
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System Configuration 1) The system must allow for modification of the configuration by the user at any time. This system requirement will allow the university to perform the system configuration changes required to support a campus wide debit system program. 2) The bidder will describe the proposed system's user-configurability. Site Survey and Initial Configuration 1) Prior to submission of a proposal, each interested vendor must perform an on-site survey sufficient to document the overall operation of the system prior to installation. This onsite survey must be provided at no additional cost. The purpose of the tour is to ensure that all interested vendors have sufficient access and knowledge to provide the best possible informed proposal. Any relevant question will be answered during the course of the tour. In the unlikely event any answers are given or information provided in contradiction of what is contained in this document, the statements contained within this document will serve as the official and final answer. Details as to the site survey and dates and times available for scheduling will be discussed at the mandatory pre-proposal meeting/conference call to be held Tuesday, August 6, 2013 at 10:00 AM Eastern in the Kent Student Center. Instructions for participating in the mandatory pre-proposal meeting/conference call are detailed in Section IV, page 9 of tis document. 2) The vendor will then configure and test the system off-site, to ensure that installation of the system at the university is not hampered or delayed by on-site configuration. System Diagnostics 1) The system must provide on-line system diagnostics that allow monitoring and system troubleshooting. 2) A display of the status of all defined locations must be instantly available from any workstation. The status log must include not just readers that are on-line at the time, but also display the date and time that each off-line reader was last on-line. 3) Error messages from the Time Schedule and other system functions must be saved to an error message log for review at any time from any workstation. 4) Describe method used for remote administration and diagnostics. Detail security and encryption methods. Transaction Logging 1) The system must record complete detail of each and every financial, privilege/entitlement verification and facility access transaction. At a minimum, the transaction detail must include: Transaction Type Account number Date/Time
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Location Amount Tax Discount Surcharge Transaction Code On-Line or Off-Line Uploaded Keyed-in or Card Read
Off Site Hosting - Bidding Alternate 1) Vendor should provide detailed description of off site hosting option for system server and data storage. Proposal should include any/all cost quotes related to this service as a bidding alternate. Vendors interested in bidding on this alternate should also provide proposed service level agreements. Please provide references for any off site hosting. Higher education clients preferred. ALL CAMPUS APPLICATION SUPPORT General The system must include the capability to accommodate a wide range of on-line campus wide debit card applications. The following are minimum application requirements. Detailed application requirements are included within the section above entitled, "On-Line Card Reading Application Devices". Dining Services 1) The system must support various dining service POS devices including declining point and debit card transaction devices and third party devices currently in place at KSU. 2) The dining service POS devices must be fully featured and include a wide variety of peripheral options such as scales, kitchen printers/kitchen display systems. 3) Kiosks: Self-service kiosks are used for unattended cardholder account management as well as food ordering and payment within dining services. The devices must include multiple mount options, including pedestal or tabletop. Device must be Touch Screen and Native IP capable for communication method. Please describe the features of the proposed self-service kiosk devices. On-Line Vending The system must include the capability for an on-line vending control system that allows debit card purchases of soda, juice, snack, sandwich, etc. from vending machines. These on-line readers must be able to process campus debit as well as standard credit cards. Privilege Verification Card reading terminals will be used throughout the campus to perform various levels of privilege verification. In its basic functionality, a single card read at a reader location will initiate a "request" to check multiple privilege indicators in the central system and respond with a concise audio/visual reader response. More sophisticated verification applications will involve
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the selection of the appropriate verification type by the user or each situation. The verification reader must be portable and hand held. Bookstore The bidder must be able to interface with the Follet and Total Computing Solutions, LLC bookstore POS systems. Retail Sales Numerous and miscellaneous retail sales applications will be integrated into the campus wide debit card system. The vendor must demonstrate its experience in providing hardware/software solutions that satisfy the varied requirements of retail sales applications. Miscellaneous Low-Volume Retail Sales Operation Support There are many miscellaneous retail operations on and off campus that require basic access to debit card funds on a low-volume basis. The system must provide a dial-in method of supporting retail sales transactions utilizing the Verifone tranz 380 terminals currently in use at KSU. The vendor must describe in detail the availability and function of this feature. ON-LINE CARD READING APPLICATION DEVICES Basic Card Reader The Basic Card Reader must be an on-line card reading device that will provide the user with functionality for basic board/debit plan and privilege verification applications. 1) It must be equipped with an alphanumeric display to provide the user with responses such as "PERMITTED," "DENIED, "LOST CARD”, "BALANCE LOW," and "NOT AUTHORIZED" as well as some user-defined response messages. 2) It must include an audible tone for permitted responses. 3) It must offer an optional printer for receipts and/or printed reports. 4) It must offer an optional display for patrons. It is preferred that this "customer display" be vertically oriented and swivel to be positioned for best viewing by the customer. Full-featured POS Device The full-featured POS device must consolidate the functions of a POS device and a card reading terminal into one device. It must provide all the functionality of the basic card reader, in addition to the following POS features: 1) The POS device must include an integrated magnetic-stripe card reader. 2) The POS device must facilitate cash, in house credit/debit, visa type credit/debit and privilege verification transactions. 3) The POS device must facilitate multiple/split tendering.
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4) The POS device must offer a variety of keyboard options. The bidder will describe the available options and the recommended applications for each type. 5) The POS device must support the following optional peripherals: Laser bar code scanner to read UPC. Must be 2005 Sunrise-Compliant (must be capable of scanning EAN-8 and EAN-13 symbols, in addition to the 12-digit U.P.C. symbols, at point of sale) Digital scale Remote kitchen printer Receipt printer with the ability to print duplicate receipts and retrieve these receipts from history Slip printer option Electronic journal capture NFC Reader 6) The POS device must allow multiple cashiers (with multiple cash drawers) to be "loggedin" per POS. The bidder will describe the "multiple cashiers" support. 7) The POS device must include a security feature that limits access to protected modes of operation. The vendor must describe the security feature utilized. 8) The POS device should include several modes of operation including, as a minimum, sales mode, a programming mode, a temporary Clerk lock mode, and a nightly managercontrolled "locked" mode. 9) When running off-line, the POS device must not experience any operational degradation in PLU-lookup and sales data capture. 10) The POS device must not be dependent on an external source for menu changes that would interfere with its continued, undisturbed off-line operation including menu changes. 11) The POS device must support item entry via the programmable fast-sale keys, by manually keying in the PLU number or by hand held and counter top laser scanners. 12) The POS device must include sufficient memory to maintain a significant number of price look-up (PLU) items internally to facilitate sales transactions, even if the terminal is off-line from the central system. The bidder will state the capacity options. 13) The POS system must offer a variety of journal and receipt printer options. 14) The POS device must allow document validation using an optional slip printer. 15) The POS device must include support for the following types of transactions: Cash Check 26
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Meal Plan (i.e., meal or meal equivalency) Point Plan (i.e., Card-based debit or credit point plans) School-sponsored Coupon Manufacturer's Coupon Visa/MasterCard type credit cards Visa/MasterCard type debit cards (pin based transaction)
Tender sub-types for any of the individual tender types must be user-definable. 16) The POS device must collect product movement and sales data for standard reports and user-defined product movement reports. The reports must be printable to the POS device's receipt printer, and available on the WEB. 17) The POS devices must communicate over an Ethernet LAN to allow centralized report gathering. a) The capability must exist to draw reports from any POS device, and/or for any POS device or group of POS devices connected on the same inter-POS local area network. b) The capability must exist for these reports to be location specific or a consolidation of locations. 18) The POS device must perform all tax calculations using the university's local tax table. 19) It must allow tax exempt sales under clerk or manager control, if so programmed. 20) The full-featured POS device must have options to allow for campus-wide administration of these devices, to include changing or adding items, prices, menus, configuration, running reports, etc. This centralized administration feature must be supported at campus LAN-connected Windows PCs. The vendor must describe the campus-wide POS administrative features. ON-LINE VENDING READER 1) The IP Vending Reader is used to complete cardholder transactions at snack and beverage vending machines. The reader must accept campus debit as well as Visa/MasterCard/Discover credit cards and must be able to track and report on both cash and debit/credit transactions. Please describe the features of the proposed Vending reader device including IP communication and data encryption abilities. 2) In the event the vending reader should fail or go off-line from the central debit system, the vending machine must continue to function with coin and the bill validator. 3) The overall system must allow for reporting of sales totals from the central debit system. Sales reports must have the ability to detail sales for each individual vending machine. The reporting must also allow grouping of the report information in a variety of ways, including by location, vendor, and type of machine (i.e. snack, soda, cold food, etc.) 27
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4) The overall system must support multiple vending providers on campus. Sales reports must have the ability to break down sales for each individual provider's machines, while preventing one vendor from seeing sales information from other vendors. 5) The vending transactions must appear in the same detail as all other debit card transactions on cardholder transaction reports. 6) The reader must display a balance to the cardholder at the end of each transaction. 7) The vendor must demonstrate compatibility with a wide variety of make/models of vending machines and must also demonstrate a proven track record of on-line vending installations. System Interfaces The system must interface with the following third party systems currently in place at KSU. (Listing is also included in Appendix). 1) Micros 9700 POS System. 2) Cashnet (Bursar cashiering application). 3) JSA WEB interface: Credit card deposits to debit plans, allows patron to report lost card and allows patron to retrieve account history (statement). 4) Follett Bookstore system. 5) Pharos copy/print system. 6) Total Computing Solutions, LLC bookstore system PCI-DSS COMPLIANCE 3) The Proposer must provide certification of compliance with all current Payment Card Industry (PCI) standards. 4) The Proposer shall address PCI compliance requirements in a manner that minimizes risk to the University while also minimizing the University’s participation in PCI related activities. PRICING Provide a detailed schedule of pricing for your proposed solution. (Please proceed to Section IV, “RFP Respondent Signature and Information Form”, next page.)
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SECTION VI REQUEST FOR PROPOSAL RESPONDENT SIGNATURE AND INFORMATION FORM In addition to the information requested in the previous sections, please complete the following: By signing below, Contractor warrants that it is not subject to an unresolved finding for recovery under ORC 9.24. If the warranty is false on the date the parties sign an Agreement resulting from this RFP, such and any future Agreement is void ab initio, and the Contractor must immediately repay to the State any funds paid under any such Agreement.
FEDERAL TAX ID No. OR SOCIAL SECURITY No.: FIRM NAME: ADDRESS:
TELEPHONE No.: FAX No.: EMAIL:_______________________________________________________________________
AUTHORIZED SIGNATURE:
NAME OF SIGNEE: TITLE: DATE:
*All bids submitted are taken by the University as offers to sell by the proposer and acceptance shall occur only by the issuance of a University Purchase Order or where appropriate, upon the execution of a written contract. (Please continue on following page.)
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TYPE OF BUSINESS (PLEASE CHECK ALL APPLICABLE CLASSIFICATIONS) Large. Small business – An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification. Women-owned business – A business concern that is at least 51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens. Minority-owned business – A business concern that is at least 51% owned by one or more minority individuals or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.
(Please continue on following page.)
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ELECTRONIC INVOICING AND PAYMENT CAPABILITY All bidders are required to complete the following information: 1. Does your company offer electronic invoicing? ___Yes ___No If yes, please specify method: ____________________________________________________ 2. Is your company capable of receiving payment via ACH transfer? ___Yes ___No
BUY OHIO BIDDER AND PRODUCT INFORMATION All bidders are requested to complete the following information: 1. Bidder is an Ohio vendor. 2. Bidder qualifies as an Ohio bidder because it: A. Is offering an Ohio product. B. Has a significant Ohio economic presence. C. Is located in a border state (Kentucky, Michigan, New York, or Pennsylvania) that imposes no greater restriction than contained in section 125.09 and 125.11 of the Ohio Revised Code. 3. Bidder does not qualify as an Ohio bidder. 4. All products offered in this bid are Ohio products except those listed below:
BUY AMERICAN CERTIFICATE The Bidder or Offeror hereby certifies that each end product, except the end products listed below, is a domestic source end product as defined in the Buy America Act; and that components of unknown origin have been considered to have been mined, produced, or manufactured outside the United States:
Certified: Name
Signature
(Please Print)
Date
Title
Note: Any questions regarding the above should be directed to: Kent State University, Procurement Department, 330-672-2276.
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APPENDIX 1
Kent State University Cardholder Demographics Current Students Faculty/Staff Total: 45,363
Other Total 5,298
62,375
113,036
Location of CSgold equipment A. Moulton: B. Lowry C. White: D. Music & Speech: E. Verder: F. Prentice: G. Taylor: H. Business Admin.: I. Art J. Gym Annex.: K. Tri Towers: L. Bowman: M. Student Center: N. Library: O. Eastway: P. Beall: Q. Henderson: R. Williams: S. Michael Schwartz: T. SRWC (Rec center) U. Apple: V. Korb: W. McSweeney: X. Oscar Ritchie: Y. McGilvrey: Z. Rockwell AA. Golf Course: BB. Ashtabula Bookstore: CC. East Liverpool DD. Geauga EE. Geauga at Twinsburg FF. Salem GG. Stark Campus: HH. Trumbull II. Tuscarawas JJ. CUDC KK. KSUCPM Off Campus Merchants:
Vending Vending Vending, Pharos Vending, Pharos Pharos POS Vending, Pharos Vending, Kiosk, Pharos Vending, Vending, Pharos POS, Kiosk, Pharos Vending, Pharos POS, Kiosk, Vending, Follett, Card Office, Pharos Kiosk, Pharos POS Vending, Pharos Vending, Pharos Vending, Pharos POS, Cashnet POS Pharos Pharos Pharos POS, Pharos Copier Verifone, Pharos Verifone Card Office, Integris Card Office, Pharos Card Office, Pharos Card Office, Kiosk, Pharos Card Office, Pharos Carding Station, Aero, Bookstore (Integris), Netprint Card Office, Follett Card Office, POS, Pharos Pharos Card Office
Verifone Tranz 380 and Verifone Vx570 (JSA Milk Money)
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APPENDIX 2
CSGold Transaction Counts 2,620,000 2,600,000 2,580,000 2,560,000 2,540,000
Count
2,520,000 2,500,000 2,480,000 2,460,000 Fall 11
Term Fall 11 Spring 12 Fall 12
Count 2,564,922 2,602,003 2,511,116
Total
7,678,041
Spring 12
Fall 12
Cash 787,436.20 622,694.53 755,481.70
Flashcash Board Other Total 1,766,821.73 10,435,870.02 101,893.14 13,092,021.09 1,269,278.89 12,519,624.26 105,355.09 14,516,952.77 1,438,852.67 12,766,310.50 132,263.22 15,092,908.09
2,165,612.43
4,474,953.29 35,721,804.78 339,511.45 42,701,881.95
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APPENDIX 3
System Interfaces Supporting Current CSGold System The following is a list of current system interfaces that host and are utilized as part of our current Cbord CSGold System: -Micros 9700 -Cashnet (IDC) for Bursar's application at all campuses (Eti/Uti) - JSA WEB interface: Credit card deposits to debit plans, allows patron to report lost card and allows patron to retrieve account history (statement). -Milk Money -Follet Bookstore application at Kent and Trumbull Campus -Pharos Printing and Copier Solution -Total Computing Soulutions LLC. Stark, Salem, Ashtabula and East Liverpool campuses
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APPENDIX 4
Reporting Requirements Transaction reports from the DB server should include the following data: Date Time Location(s) Tender (Plan, Cash, Board, FlashCash, Conference, Credit Card) The Reports should include the options of Detail or Summary, Grouped by Location, Grouped by plan (Tender). The reports should reflect daily, weekly, monthly, yearly, and ranges in between.
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APPENDIX 5
Data Conversion Vendor shall be responsible for converting data from our current system (Cbord CSGold 5.024) to vendors proposed system. Data that must convert includes:
Patron account number, ISO number, and name Patron activity flags Patron debit plan’s and current balances Patron access schedules System location configuration System plan configuration System rule configuration
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