request for proposal 16-006 recreation center management …
TRANSCRIPT
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REQUEST FOR PROPOSAL
16-006
RECREATION CENTER MANAGEMENT
SOFTWARE
ISSUE DATE: April 4, 2016
LETTER-OF-INTENT-TO-RESPOND DUE: April 15, 2016, 3:00 PM
(Mandatory)
QUESTIONS DUE: April 15, 2016, 3:00 PM
PROPOSALS DUE: May 2, 2016, 3:00 PM
Return Proposals To:
Central Washington University
Procurement Office-7480
400 E. University Way
Ellensburg, WA 98926-7480
Note: This RFP document and subsequent associated information will be posted on CWU’s Internet Site
and the State of Washington’s WEBS site:
CWU Procurement: http://www.cwu.edu/contracts/current-bid-opportunities
State of Washington’s WEBS:
http://des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx
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OFFEROR’S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP for Central Washington
University
1. _______ Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal; contract
requirements (i.e., contract performance, insurance requirements, performance and/or reporting
requirements, etc.).
2. _______ Note the procedures for communication with the University during the RFP process. All
communication during the RFP process must be in writing. Offerors should not contact
University personnel outside of the opportunity provided in the document.
3. _______ Attend the pre-proposal conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify
the University of any ambiguities, inconsistencies, or errors in the RFP.
4. _______ Take advantage of the “question and answer” period. Submit your questions to the Buyer by
the due date listed in the “Applicable Dates” sections and view the answers given in the formal
“addenda” issued for the RFP. All addenda issued for an RFP are posted on the University’s
website and will include all questions asked and answered concerning the RFP.
5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point
responses to all sections in a clear and concise manner.
6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements.
Don’t assume the University or evaluation committee will know what your company capabilities
are or what items/services you can provide, even if you have previously contracted with the
University. The proposals are evaluated based solely on the information and materials provided
in your response.
7. _______ Use the forms provided, e.g., bidders submittal page, reference forms, attachment forms, etc.
8. _______ Before submitting your response, check the University’s website at:
http://www.cwu.edu/contracts/current-bid-opportunities to see whether any addenda were
issued for the RFP.
9. _______ Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be used to
score your response.
10. _______ Submit your response on time. Note all the dates and times listed in the Applicable dates
section and be sure to submit all required items on time. Late proposal responses are never
accepted.
This checklist is provided for assistance only and should not be submitted with Offeror’s Response.
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TABLE OF CONTENTS
SECTION #1: RESPONSE SUBMITTAL SHEET ............................................................................................................. 1
SECTION #2: GENERAL INFORMATION........................................................................................................................ 3
2.1 Purpose of Proposal ...................................................................................................................................................... 3
2.2 Background ................................................................................................................................................................... 3
2.3 Expectations of New System ......................................................................................................................................... 4
2.4 Term of Contract ........................................................................................................................................................... 4
2.5 University Parking ........................................................................................................................................................ 4
2.6 Confidentiality ............................................................................................................................................................... 4
2.7 Vendor Demonstrations ................................................................................................................................................ 4
2.8 Other Institutions Eligible for Purchase ...................................................................................................................... 5
2.9 Washington State Business License Requirement ....................................................................................................... 5
SECTION #3: GENERAL INSTRUCTIONS ....................................................................................................................... 6
3.1 Applicable Dates ........................................................................................................................................................... 6
3.2 Availability of Soft Copies ............................................................................................................................................ 6
3.3 Letter-of-Intent-to-Respond .......................................................................................................................................... 6
3.4 Amendments to Specifications ...................................................................................................................................... 6
3.5 Preparation of Responses ............................................................................................................................................. 6
3.6 Cost of Preparation ....................................................................................................................................................... 6
3.7 Number of Copies ......................................................................................................................................................... 6
3.8 Multiple Responses ....................................................................................................................................................... 7
3.9 Proprietary Information ............................................................................................................................................... 7
3.10 Questions and Communication via Designated Contact ........................................................................................... 7
3.11 Deadline for Submitting Questions ............................................................................................................................ 7
3.12 Submitting Responses ................................................................................................................................................. 7
3.13 Late Responses ............................................................................................................................................................ 8
3.14 Public Opening ........................................................................................................................................................... 8
3.15 Clarification of Responses .......................................................................................................................................... 8
3.16 Invoicing...................................................................................................................................................................... 8
3.17 Reserved Rights ........................................................................................................................................................... 8
3.18 Minority and Women's Business Enterprises ............................................................................................................ 8
3.19 Renegotiation of Fees ................................................................................................................................................. 9
3.20 Insurance Coverage .................................................................................................................................................... 9
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3.21 Debriefing Conference and Protest Procedure ........................................................................................................ 10
SECTION #4: SCOPE OF WORK ...................................................................................................................................... 12
SECTION #5: REQUIRED RESPONSES ......................................................................................................................... 14
SECTION #6: AWARD CRITERIA .................................................................................................................................... 25
APPENDIX A: Form of Contract
APPENDIX B: Washington Institutions of Public Higher Education (WIPHE)
APPENDIX C: In-State Preference/Reciprocity
APPENDIX D: Vendor Diversity Plan
CAMPUS MAP
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SECTION #1: RESPONSE SUBMITTAL SHEET
The undersigned has carefully examined all instructions and specifications and hereby proposes to furnish the
services described herein, in accordance with the bid instructions and specifications. (Note: Signature must be
that of an individual authorized to act in such capacity for the firm represented.)
1.1 Vendor is a company in good standing for the products/services offered. _____________(Initial)
1.2 A Letter-of-Intent-to-Respond has been submitted on or before 3:00 p.m. on the date indicated in Section 3.1
Applicable Dates, as required in order to qualify for participation. _____________(Initial)
1.3 Vendors under consideration may be asked to provide current, audited financial statements or the equivalent to
include at a minimum: an income statement, statement of cash flows, and a balance sheet. This information is
subject to disclosure if it is deemed to be a determining factor in the award decision. Bidder agrees to provide this
information upon request of the University. _____________(Initial)
1.4 The response to this Request for Proposal (RFP) has been prepared independently, without consultation,
communication or agreement with others for the purpose of restricting competition.
Initial___________.
1.5 In preparing this RFP, vendor has not been assisted by any current or former employee of the State of Washington
whose duties relate to this Request for Proposal and who was assisting in other than his or her official capacity.
Nor does such a person or any member of his or her immediate family have any financial interest in the outcome
of this bid. _____________(Initial)
1.6 Bidder has included a Vendor Diversity Plan as part of its proposal (see Section 3.18 and Appendix D).
_____________(Initial)
1.7 Vendor agrees to make purchases available to other WIPHE members per terms and conditions of Appendix B of
this solicitation. (Bidders will not be penalized for a ‘no’ answer to this section). (Initial yes or no) Yes_____
No_____
SUBMITTALS:
The following documents must be included in your response:
1. Completed and signed Response Submittal Sheet
2. Section #5: Required Responses
3. One complete copy of the proposal. Note: If mailed or hand-delivered, one complete hard copy and one
electronic copy. If emailed, one electronic copy.
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Any official correspondence related to this Request for Proposal solicitation shall be directed to the owner, Central
Washington University, Procurement Office, Attn: Karol Barker, 400 E University Way; Ellensburg, WA 98926-7480;
and to the Contractor as noted below:
_______________________________________________________________________________________________
Name and Title of Signing Officer (print)
________________________________________________________________________________________________
Company Name and Address
___________________________ _________________________ __________________________
Telephone Number Fax Number E-mail Address
_______________________________________ __________________________________________________
Tax I.D. Number WA State Business License Number
______________________________________________ ____________________________________________
Signature Date
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SECTION #2: GENERAL INFORMATION
2.1 Purpose of Proposal: Central Washington University (CWU, the University) intends to contract for the
purchase, installation, configuration, training and maintenance associated with a comprehensive and fully-
integrated multi-user recreation center management software system. The proposed system will be used to
facilitate all aspects of the Student Recreation Center on the Ellensburg campus, operated by the CWU
Recreation Department.
Stated within this RFP are instructions for submitting the proposal, the procedures and criteria by which a
vendor will be selected and the contractual terms by which the University proposes to govern the relationship
with the selected vendor.
The purpose of this competitive procurement process is to assist the University in selecting a vendor who will
best meet the University’s needs. The RFP provides all interested vendors a means to present their products and
services for an objective review. The University appreciates your consideration of this RFP and looks forward
to receiving your proposal.
2.2 Background: Central Washington University is a publicly assisted university located in Ellensburg,
Washington, 100 miles east of Seattle. It is one of 6 four-year higher educational institutions in Washington
State. The University serves central Washington with the main campus located in Ellensburg. About 10,900
students are enrolled at CWU, 7200 of whom attend Ellensburg. Ninety-two percent of CWU students are
Washington residents; half of CWU students transferred from another institution and nearly 30 percent are
people of color. About 70 percent of CWU students are from western Washington, with concentrations in King,
Pierce and Snohomish counties.
The Student Union and Recreation Center is located in the center of the Ellensburg campus. The 228,260
square foot facility has a 147,370 square foot Student Union component and an 80,890 Recreation Center
component. The Student Union wing includes a residential and ala carte dining center, coffee and juice bars,
convenience store, radio station, student government and program offices, meeting rooms, theater, ballroom,
retail tenant spaces, and lounges. The Recreation Center houses Campus Life/University Recreation, which is a
student fee funded department. This wing includes a rock climbing wall, four-court gymnasium, elevated
jogging track, strength training and fitness/cardio exercise equipment, group exercise rooms, outdoor
recreational equipment rental center, locker rooms with saunas, and offices for recreation and intramural sport
staff.
Campus Life/University Recreation supports a variety of programs and services including intramural sports,
sport clubs, open recreation, personal training, group fitness, camp programs, sports medicine, climbing &
challenge course, and outdoor equipment rentals. Services are limited to students, faculty and staff of CWU and
their immediate family members, and alumni. The Recreation Center serves a student population of over
10,000, with an additional 150 faculty & staff members. It is a highly used facility, seeing up to 3000 visitors a
day during peak times. The Recreation Center’s staff includes 14 permanent employees including directors,
coordinators, supervisors, and approximately 110 students.
Central Washington University is supported by the Central Washington University Foundation, a separate
501c3 non-profit organization. Vendors wishing to inquire about philanthropic opportunities may contact the
CWU Foundation at 509-963-2160 or visit their website at: www.cwu.edu/foundation . The successful bidder
will be invited to work with CWU’s senior management to assist in identifying potential charitable funding
sources for programs and activities relating to the Project, such as named gift opportunities, student internships,
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scholarships, and equipment donations.
2.3 Expectations of New System: The overall system needs to provide support for all aspects of a university
recreation environment and will be an integral part of day-to-day operations. The application will have
integrated modules/support for: membership maintenance; locker assignment; access control; facility scheduling
that includes not only scheduling of classes/programs, but also class/program locations (rooms, fields, etc.) and
staff assignments; rental and recreation equipment inventory and maintenance; billing, accounting, and point of
sale devices; intramural league maintenance; program registration; and reports.
User security should be integral to the application. Enforcement of unique user accounts and passwords is
required. Group or role based security must control user module access, and read/write permissions. Key
individuals will need complete access to all information, while system administrators (functional and technical)
will be the only users allowed to change data throughout the software.
The system should be an onsite server based system using Oracle or MS SQL Server which is complete and
tested software offering a multi-user environment. The preferred software/hardware database environment for
the new application would be Oracle running under Redhat AS. The system will run on our 1GB campus
network environment’s routed TCP/IP fiber backbone. Software will have a fully capable web or client based
User Interface that operates on Windows 7 (with option to use Windows 10) Professional client workstations.
The user interface component will run on workstations, also running Microsoft Office Suite 2016, Internet
Explorer v11 and above, Firefox v38 and above, Active Directory and Microsoft Endpoint.
The system should provide flexible data import and export functionality. CWU’s PeopleSoft student
information system version 9.0 (upgrading to 9.2 by April 2017) will be the definitive source of data for the
recreation system. Data includes name, student ID, contact information, current term and academic credits,
recreation fee status and enrollment status. Multiple feeds per day will be necessary during the first seven days
of each term. Billing exports to PeopleSoft student accounts will cycle throughout each team for use fees,
activity management fees and late fines. The current acceptable PeopleSoft file format is fixed field/length text
files. Support for vCalendar/iCalendar exchange is also needed to keep recreation space assignments
synchronized with the University’s 25Live master activity calendar.
2.4 Term of Contract: The University anticipates a two-year contract, with the option to renew for eight
additional one-year periods, at the agreement of both parties, not to exceed a total of ten (10) years.
2.5 University Parking: Visitors to campus should stop at the CWU Welcome Center for directions and
parking passes and other information. The Welcome Center is located in Munson Hall, on the corner of Walnut
Street and East University Way. The University is not responsible for parking infractions/violations incurred by
visitors.
2.6 Confidentiality: All information specifically requested in this RFP is subject to Public Disclosure and
available after contract execution. Providers may request that specific additional portions of their submittals be
considered exempted from disclosure pursuant to RCW 42.56.210; however, the University makes no
assurances that such materials will be held in confidence after contract execution if they are not deemed
qualified for exemption by the University. Any submittals that are a determining factor in award of a contract
will be subject to disclosure.
2.7 Vendor Demonstrations: CWU may request vendor demonstrations from companies under consideration
to be held on-campus or through an internet demonstration. Included with an invitation to demonstrate will be
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scenarios typical of our environment. Participants will be required to submit a demonstration syllabus at least
three working days prior to the scheduled demonstration that shows evidence of the inclusion of scenarios
provided. Comprehensive live system functionality must be demonstrated, including: membership
maintenance, facility scheduling, program and intramural registration, equipment inventory and rental, data
import/export functionality, and POS and accounting functionality. Demonstration of user interface at the
terminal and administrative backend display is expected. Discussion of software setup to tailor the application
to CWU’s needs, and a proposed schedule for implementation will also be expected.
All costs associated with interviews will be the vendor’s responsibility. All equipment for the demonstration is
the vendor’s responsibility including server(s), workstation(s), and network equipment. If internet connectivity
via the CWU network is desired, arrangements must be made in advance. Additionally, enough time (estimate
of 2 hours) must be available for an open forum discussion with CWU representatives regarding the system and
its capabilities. Participation of a least one vendor technical representative who has thorough system knowledge
is required. Points earned by vendors prior to demonstrations will be adjusted based on the information
presented.
2.8 Other Institutions Eligible for Purchase: This solicitation is being issued by Central Washington
University (The Lead Institution) pursuant to the Interlocal Cooperative Act, RCW 39.34. This solicitation
offers the bidder an opportunity to make any resulting contract available to members of the Washington
Institutions of Public Higher Education (WIPHE). Appendix B contains information about the WIPHE
cooperative membership and the terms and conditions of such arrangements.
There are no WIPHE members committed to participate in this bid, but potential participants are identified in
Appendix B.
2.9 Washington State Business License Requirement: Business enterprises, whether an individual,
partnership or corporation, must obtain a Washington business license in order to do business in Washington
State. Application information may be obtained from the Department of Licensing’s Internet site:
http://bls.dor.wa.gov/.
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SECTION #3: GENERAL INSTRUCTIONS
3.1 Applicable Dates:
Requests for Proposal issued April 4, 2016
Letter-of-Intent-to-Respond due (mandatory) April 15, 2016, 3:00 P.M.
Questions due April 15, 2016, 3:00 P.M.
Responses to questions issued April 18, 2016
Proposals due May 2, 2016, 3:00 P.M.
The University reserves the right to revise this schedule.
3.2 Availability of Soft Copies: Soft copies of this RFP may be obtained from our Internet site,
http://www.cwu.edu/contracts/current-bid-opportunities. Electronic versions of solicitation documents are
issued solely for the convenience of the proposing vendors. Any content modification to the official version will
be deemed material and cause to reject the response.
3.3 Letter-of-Intent-to-Respond: Vendors wishing to participate in this acquisition process must provide a
written Letter-of-Intent-to-Respond. Failure to submit a Letter-of-Intent-to-Respond as required will disqualify
vendors from further participation in the bid process. This letter must certify the ability of the vendor to meet
the defined requirements and indicate a desire to participate. Also include the name, complete address, phone
number, fax number, and e-mail address of a designated individual to whom any correspondence/addendums
should be sent.
Vendors are encouraged to FAX letters to the Procurement Office at (509) 963-2871. If mailed, the address is as
follows: Central Washington University; Procurement Department-M/S 7480; Attn: Karol Barker; 400 E.
University Way; Ellensburg, WA 98926-7480. In either case, please reference the bid number on the cover
sheet. Failure to provide this letter will be considered a material irregularity and deemed reason for rejecting
proposals. It is vendors’ responsibility to verify that the Letter-of-Intent-to-Respond has been received by
CWU’s Procurement Office.
The Letter-of-Intent-to-Respond must be received by the date and time provided in the schedule found in
Section 3.1 of this RFP, 3:00 P.M. local time, Ellensburg, WA 98926.
3.4 Amendments to Specifications: Any amendment(s) to or error(s) in the specifications called to the
attention of the University will be added to or corrected and furnished to all those holding specifications.
3.5 Preparation of Responses: Mailed or hand-delivered responses must be prepared on standard 8.5" x 11"
paper and be placed in a binder with tabs separating each of the required elements. The vendor's name must
appear on each page. Responses to the ‘Required Responses’ section must be formatted to correspond
numerically to the requirements listed. Emailed responses must use university forms where provided and
should be formatted for 8.5" x 11" paper, signed, saved and submitted as a PDF document. Emailed
responses to the ‘Required Responses’ section must be formatted to correspond numerically to the
requirements listed.
3.6 Cost of Preparation: The University will not pay respondent costs associated with preparing or presenting
any response to this request.
3.7 Number of Copies: If mailed or hand-delivered, one (1) complete copy of the response and one electronic
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copy must be submitted prior to the date and time stated in Section 3.1 Applicable Dates. All materials become
the property of the University upon receipt in the Procurement Office.
3.8 Multiple Responses: Respondents who wish to submit more than one proposal may do so, provided that
each proposal stands alone and independently complies with the instructions, conditions and specifications of
the request. If multiple responses are submitted, the University reserves the right to select the proposal most
advantageous to the University.
3.9 Proprietary Information: Any information contained in the RFP response that is proprietary must be
clearly designated. Marking of the entire response as proprietary will neither be accepted nor honored. The
University cannot guarantee that all such material noted remains proprietary, particularly if it becomes a
significant consideration in contract award. Information will be kept confidential only to the extent allowed by
Public Disclosure Law.
3.10 Questions and Communication via Designated Contact: All communications and/or questions in regard
to this request must be in writing. Respondents are encouraged to either fax questions to the Procurement Office
at (509) 963-2871, or e-mail them to [email protected]. If mailed, the address is as follows: Central
Washington University, Procurement Office-M/S 7480, Attn: Karol Barker, 400 E. University Way; Ellensburg,
WA 98926-7480. In any case, please reference the RFP number found on the cover page of this solicitation.
Under no circumstances should respondents contact University personnel outside of the opportunity provided
herein.
3.11 Deadline for Submitting Questions: Questions must be received no later than the date and local
Ellensburg time identified in Section 3.1 of these instructions. No further questions will be answered after that
date. The University will provide a copy of all respondents' questions and corresponding University responses
to all those who have submitted the required 'Letter-of Intent-To-Respond'. VERBAL REQUESTS FOR
INFORMATION OR CLARIFICATION WILL NOT BE HONORED.
3.12 Submitting Responses: Respondents must submit their responses to the Central Washington University
Procurement Office by email, mail or hand-delivery (not by fax). If mailed or hand-delivered, all responses
must be in a sealed opaque box or envelope with the name and address of the respondent appearing on the
outside of the box or envelope. The outside lower left-hand corner must state the title, reference number, and
the opening date. An electronic copy must also be included in the box or envelope.
Regardless of the method of delivery, the response must arrive at the Procurement Office no later than the
date and local Ellensburg time identified in Section 3.1 Applicable Dates of these instructions. Late
responses will not be reviewed. The method of delivery will be at the discretion of the respondent and will be at
the respondent’s sole risk to assure delivery at the designated office. Generally, UPS and Federal Express
deliver daily to the Procurement Office. The University does not take responsibility for any problems in the
mail or delivery services, either within or outside the University. Receipt by any other office or mailroom is not
equivalent to receipt by the Procurement Office.
If delivery is by email (preferred), send to:
Note: All emailed proposals will be confirmed with a return email. It is the vendor’s responsibility to
verify that their proposal has been received by CWU’s Procurement Office.
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If delivery is by mail, the address is:
Central Washington University
Procurement Office, M/S 7480
400 E. University Way
Ellensburg WA 98926-7480
If hand-delivered, the physical location is:
Central Washington University
Procurement Office
Mitchell Hall, 2nd Floor
Ellensburg WA 98926-7480
3.13 Late Responses: Any response received after the date and time specified in Section 3.1 Applicable Dates
will not be reviewed.
3.14 Public Opening: A formal bid opening will not be held. Bid information, including price sheets, will not
be available for public disclosure until after award of the contract.
3.15 Clarification of Responses: As part of the evaluation process, respondents may be asked to clarify
specific points in their response and make themselves available for a telephone interview or campus interview
as desired. However, under no circumstances will respondents be allowed to make any changes to their
responses after the deadline for submission.
3.16 Invoicing: The original and one copy of each invoice must be sent to Central Washington University;
Accounts Payable; 400 E University Way; Ellensburg, WA 98926-7470. All invoices must reference the
correct Central Washington University Purchase Order number.
3.17 Reserved Rights: Subject to the provisions of Chapter 69, Laws of 1996 (SSB 6572), the state reserves the right to:
1. Waive any informality as per WAC 236-48-124.
2. Reject any or all Proposals, or portions thereof. WAC 236-48-094 allows the state to "accept any
portion of the items proposed" unless the bidder stipulates ‘all or none’ on the Proposal.
3. Reissue an IFB, RFQ, or RFP, or negotiate under provisions outlined under RCW 43.19.1911.
4. Award on an ‘all or none’ basis taking into consideration any reduction in administrative costs as well as
unit Proposal prices.
3.18 Minority and Women’s Business Enterprises:
The following voluntary numerical Diverse Business Inclusion goals have been established for the project as:
Minority Business Enterprises (MBE’s): 10%
Woman’s Business Enterprises (WBE’s) 10%.
Washington Small Business 5% & Veterans 5%
Achievement of the goals is encouraged. However, no minimum level of Diverse Business participation shall be
required as a condition of vendor selection. Proposals will not be rejected or considered non-responsive if they
do not include diverse Business participation, but plan for Diverse Business Inclusion is required (see Appendix
D). Vendors may contact the following resources to obtain information on certified and registered diverse
business:
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The Office of Minority and Women’s Business Enterprises: 866.208.1064 or www.omwbe.wa.gov,
For small business information: Servando Patlan, Business Diversity and Outreach Manager at the
Washington State Department of Enterprise Services: 360.407.9390 or [email protected],
The Department of Veterans’ Affairs: 360.725.2169 or www.dva.wa.gov.
3.19 Renegotiation of Fees: Rates must be guaranteed for the initial two (2) year period, but will be subject to
renegotiation at each one-year extension period, or portions thereof, upon terms mutually agreeable to the
University and the successful vendor.
3.20 Insurance Coverage:
The Contractor is to furnish CWU with a certificate(s) of insurance executed by a duly authorized representative
of each insurer, showing compliance with the insurance requirements set forth below. The Contractor shall, at
its own expense, obtain and keep in force insurance coverage, which shall be maintained in full force and effect
during the term of the contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance
that insurance shall be provided, and a copy shall be forwarded to the University within fifteen (15) days of the
contract effective date.
Liability Insurance
1) Commercial General Liability Insurance: Contractor shall maintain general liability (CGL) insurance
and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each
occurrence. If CGL insurance contains aggregate limits, the General Aggregate limit shall be at least
twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate
limit of at least two times the “each occurrence” limit. CGL insurance shall be written on ISO
occurrence from CG 00 01 (or a substitute form providing equivalent coverage). All insurance shall
cover liability assumed under an insured contract (including the tort liability of another assumed in a
business contract), and contain separation of insureds (cross liability) condition. Additionally, the
Contractor is responsible for ensuring that any subcontractors provide adequate insurance coverage for
the activities arising out of subcontracts.
2) Business Auto Policy: As applicable, the Contractor shall maintain business auto liability and, if
necessary, commercial umbrella liability insurance with a limit not less than $1,000,000 per accident.
Such insurance shall cover liability arising out of “Any Auto.” Business auto coverage shall be written
on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage.
Employers Liability (“Stop Gap”) Insurance
In addition, the Contractor shall buy employers liability insurance and, if necessary, commercial umbrella
liability insurance with limits not less than $1,000,000 each accident for bodily injury by accident or
$1,000,000 each employee for bodily injury by disease.
Additional Provisions
Above insurance policy shall include the following provisions:
Additional Insured. The State of Washington, Central Washington University, its elected and appointed
officials, agents and employees shall be named as an additional insured on all general liability, excess,
umbrella and property insurance policies. All insurance provided in compliance with this contract shall
be primary as to any other insurance or self-insurance programs afforded to or maintained by the State.
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Cancellation. State of Washington, Central Washington University, shall be provided written notice before
cancellation or non-renewal of any insurance referred to therein, in accord with the following
specifications. Insurers subject to 48.18 RCW (Admitted and Regulation by the Insurance
Commissioner): The insurer shall give the State 45 days advance notice of cancellation or non-renewal.
If cancellation is due to non-payment of premium, the State shall be given 10 days advance notice of
cancellation. Insurers subject to 48.15 RCW (Surplus lines): The State shall be given 20 days advance
notice of cancellation. If cancellation is due to non-payment of premium, the State shall be given 10
days advance notice of cancellation.
Identification. Policy must reference the contract number and the agency name.
4. Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to do
business within the State of Washington and have a rating of A-, Class VII or better in the most recently
published edition of Best’s Reports. Any exception shall be reviewed and approved by Central
Washington University, or the Risk Manager for the State of Washington, before the contract is accepted
or work may begin. If an insurer is not admitted, all insurance policies and procedures for issuing the
insurance policies must comply with chapter 48.15 RCW and 284-15 WAC.
5. Excess Coverage. By requiring insurance herein, the State does not represent that coverage and limits
will be adequate to protect Contractor, and such coverage and limits shall not limit Contractor’s liability
under the indemnities and reimbursements granted to the State in this contract.
Worker’s Compensation Coverage
The Contractor will at all times comply with all applicable workers’ compensation, occupational disease,
and occupational health and safety laws, statutes, and regulations to the full extent applicable. The State
will not be held responsive in any way for claims filed by the Contractor or their employees for services
performed under the terms of this contract.
3.21 Debriefing Conference and Protest Procedure:
All vendors who have submitted proposals in accordance with this RFP shall be provided a “Notice of Intent to
Award” upon completion of the final evaluations by the University. The following process for protest and
debriefing is available to vendors who have submitted a proposal in accordance with this RFP.
Optional Vendor Debriefing:
Vendors who have submitted a proposal in accordance with this RFP may request an optional debriefing
conference to discuss the evaluation of their response. The request must be made in writing within five
business days from receipt of the “Notice of Intent to Award”. Requests are to be made to the University
contact person as identified on the ‘Response Submittal Sheet’, page 1 of this RFP document. Vendors must
be available to attend the debriefing conference held in Ellensburg, Washington within 5 days of the request.
The debriefing will not include any comparisons between the vendors’ response and any other responses
submitted; however, the University will attempt to address all questions and concerns in this debriefing.
Protest Procedure:
Protests may be made after the agency conducting the acquisition has announced the apparently successful
vendor and after the protesting vendor has had a debriefing conference with that agency. Protests may be
made on only these grounds:
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Arithmetic errors were made in computing the score.
The agency failed to follow procedures established in the solicitation document, the IT
Investment Policy, the IT Investment Standards, or applicable State or Federal laws or
regulations.
There was bias, discrimination, or conflict of interest on the part of an evaluator.
Protests are always made to the agency conducting the acquisition. A person authorized to bind the vendor
to a contractual relationship must sign the protest letter. The agency must receive the written protest within
five (5) business days after the debriefing conference.
Individuals not involved in the protested acquisition will objectively review the written protest material
submitted by the vendor and all other relevant facts known to the agency. The agency must deliver its
written decision to the protesting vendor within five business days after receiving the protest, unless more
time is needed. The protesting vendor will be notified if additional time is necessary.
If the protesting vendor is not satisfied with the agency’s decision, it may appeal. Written notice of appeal
to the agency must be received by within five (5) business days after the vendor receives notification of the
agency's decision.
In conducting its review, the agency will consider all available relevant facts. The Agency will resolve the
appeal in one of the following ways:
Find that the protest lacks merit and uphold the agency's action.
Find only technical or harmless errors in the agency's acquisition process, determining the
agency to be in substantial compliance, and rejecting the protest; or
Find merit in the protest and provide options to the agency, including:
Correcting errors and reevaluating all proposals;
Reissuing the solicitation document; or
Making other findings and determining other courses of action as appropriate.
The agency will issue a written decision within five (5) business days after receipt of the notice of appeal,
unless more time is needed. The protesting vendor will be notified if additional time is necessary. The
agency’s determination is final; no further administrative appeal is available.
Form and Content: A written protest must contain the facts and arguments upon which the protest is based
and must be signed by a person authorized to bind the vendor to a contractual relationship. At a minimum,
this must include:
The name of the protesting vendor, its mailing address and phone number, and the name of
the individual responsible for submission of the protest.
Information about the acquisition and the acquisition method and name of the issuing agency.
Specific and complete statement of the agency action(s) protested.
Specific reference to the grounds for the protest.
Description of the relief or corrective action requested.
A copy of the issuing agency's written decision on the protest
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SECTION #4: SCOPE OF WORK
Purpose:
The CWU Recreation Department is seeking a qualified firm with previous experience in development and
implementation of a recreation management software solution. The ideal software solution will enable the CWU
Recreation Department to provide excellent customer service and enhance internal operations including but not
limited to, the daily administration of program and registrations, facility and field reservations, membership
management, access control, league scheduling, point of sale, inventory management for equipment lending,
rentals and sales, event management, payment processing compliance, maintenance management, customized
reporting, and integration with PeopleSoft and Cbord CSGold Card Access (or be able to read track 2 on a
magstripe).
Proposed implementation timeline would be summer 2016, with go-live in August of 2016.
Requested Features of Recreation Management System:
The overall system needs to provide support for all aspects of a university recreation.
Primary functions that are being sought are:
Interface with CWU’s PeopleSoft Student Financials, Accounting systems for membership services,
access control, billing and collection, and user data
o Data collection, retrieval and reporting functionality with the ability to customize reports
o Gate/Turnstile access (USB preferred)
o Proximity Cards/Magstripe (Track 2)
o Billing and budget management
o On-line membership sales
o Messaging and alert capabilities
o Point of Sale
Facilities management including but not limited to:
o Room and field reservations and related fiscal functions
o Locker and lock rentals management
o Inventory control
o Equipment checkout
o Point of Sale
Program/Services Management including but not limited to:
o Intramurals
Online registration and rosters
Online payment
League selection/generation
Messaging to teams/players
Bracket generation
Ability to maintain notes/statistics by team/league/players
o Sports Clubs
Roster management (online management including tracking and display of completed
aspects of registration)
Practice scheduling/confirmations
Ability to maintain notes/statistics by club/players
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Messaging capabilities
Processing of club dues and fees
o Programs
Sales/tracking of Fitness/Mind/Body classes
Class and group booking management
Kid’s Camp offerings
Point of Sale
Youth program registration
o Services
Scheduling/sales of Personal Training
Scheduling/sales of other Health and Wellness offerings
Point of Sale
o Outdoor Recreation
Scheduling/sales of trips
Gear lending and rentals including contracts and reservations
Scheduling/booking services
Point of Sale
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SECTION #5: REQUIRED RESPONSES
All respondents must provide the required information requested in this section. Information must be presented in a
clear, concise and complete format. Responses should be formatted to correspond numerically to the items
listed below. Vendors should have their company name on each page. Please also include any information
that has not been addressed in the questions that may be pertinent to this project.
FAILURE TO RESPOND TO THESE REQUIREMENTS WILL BE DEEMED A MATERIAL
IRREGULARITY AND WILL BE REASON FOR REJECTION OF THE PROPOSAL.
The following mandatory requirements require a yes or no (Y/N) response.
Mandatory Requirements Y/N
TECHNICAL
Product is an onsite server database system using Oracle v12c (on Redhat AS 6) or MS SQL
Server v2008 and above. Check one: ____ Oracle, ____ MS SQL
Product is completed and tested software which provides a multi-user environment.
Product will run on our campus network environment’s routed TCP/IP backbone.
Product has a fully capable web or client based user interface that operates on Windows 7
(with option to use Windows 10) Professional client workstations.
Program’s user interface coexists on workstations also running Microsoft Office Suite 2016,
Internet Explorer 11 and above, Firefox v38, Microsoft System Center Endpoint v4.8 and
above.
System can be configured to read magstripe of CWU’s campus ID cards. Magstripes are
encoded on track 2 in standard ANSI and ISO/IEC format.
FUNCTIONAL
Overall system provides support for membership maintenance, access control; facility
scheduling and registration for classes, programs and intramurals, their locations (rooms,
fields, etc.) and staff; rental and recreation equipment inventory and maintenance; billing,
accounting, and point of sale devices; and reporting.
If all items above are answered “Yes”, proceed with answers to the questions that follow. ON SEPARATE
COMPANY LETTERHEAD, respondent must reply to each of the following questions in the order below.
1. Company Profile: (41 points possible)
a. Provide company name, history and headquarters location. Provide length of time in the recreation
management software business under current name/tax identification number. Provide information
regarding the financial status and current economic conditions of the company, general staffing and
organization structure. (6 points)
b. Provide a summary of your experience providing administrative software solutions for universities,
information about future product trends, plans, and directions. (6 points)
c. Approximately how many clients have purchased your service/product? (2 points)
d. List the higher education clients who have purchased your product. (2 points)
e. How many clients that have purchased your product have a developed data interface between your
system and PeopleSoft Financial systems? List no more than three (3) higher education customers,
including name, address, telephone number, and email address of a contact person(s) who was/is directly
involved with the purchase, implementation, and management of the software. (21 points)
f. How many clients that have purchased your product have developed a data interface between Touchnet
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eCommerce system? (4 points)
2. Warranty: (13 points)
Describe any warranties that apply to your software product in terms of length, inclusions, exclusions,
limitation, and exceptions.
3. Proposed Hardware Configuration: (35 points)
3.1 Desktop Configuration: Identify the minimum and optimum desktop configurations to use this
product for the PC and Internet platforms. (15 points)
3.2 Production Hardware: Vendors must provide a detailed technical overview of how the entire system
works, including a description of the server hardware, operating systems, and databases actively
supported, application development environment, hardware redundancy, gate/turnstile access interface
security measures employed, assuming no availability for our current configuration. Include a list of
hardware requirements with price estimates. (20 points)
4. Commissioning and Support: (30 points)
4.1 Upon contract signing when is the estimated start of project management and installation? Provide a
typical implementation/delivery schedule covering software installation, configuration, data migration,
and testing to the “go live” date. This would include time estimates for both vendor and university
participants. (10 points)
4.2 List any items that would be the responsibility of CWU in regard to the installation. (5 points)
4.3 What types of support does your company provide with this system (include on-going support
procedures and service levels)? Do you have user groups, a knowledgebase area that users can
reference? (5 points)
4.4 What software upgrades/patches are available to clients? What is the frequency of these updates and
what are the associated costs? (5 points)
4.5 What training options does your company provide for technical and functional users, both during
implementation and after the system goes live? (5 points)
5. Technology/Knowledge Transfer: (40 points)
Describe your proven methods for ensuring a complete “technology/knowledge transfer” such that University
will be fully capable of managing the system upon implementation. Provide examples of this type of work at
comparable client sites.
6. Non-Mandatory Requirements: (521 points)
Note: See column below titled, ‘Comments Required’. If there is a check () in the column, then additional
comments are required in order to receive consideration for that particular question/response. Attach additional
sheet(s) with a statement verifying your compliance and/or explaining how your product accomplishes each
checked item. Responses should correspond numerically with items listed below.
TECHNICAL (Total for Technical Section – 164 Points)
HARDWARE (Total Points Possible – 25 Points) Y N Points
Possible
Comments
Required
1a. If the application supports Oracle, CWU prefers to maintain the
database on a Red Hat Enterprise Linux Server release 6.6 (Santiago)
mainframe. If this is not supported by the vendor, please provide a
5
16
detailed explanation of why and preferred platform.
1b. If the application supports MS SQL server, is product certified to run
on a Windows 2012 R2 server environment? If not, please provide a
detailed explanation of why.
5
2. If your system supports a wireless solution, is this access 802.1x
compliant (WPA EAP-TTLS/PAP)? 4
3. CWU prefers to use their network based Commvault backup. Would
this function with established back up scripts/methods provided with
your application?
3
4. Is it permissible for CWU to purchase compatible hardware equal to
or exceeding vendor’s specifications in mutual agreement with the
vendor?
4
5. Vendor’s system is capable of controlling attended and unattended
electronic gate and door access. Describe the application. 4
SYSTEM ATTRIBUTES (Total Points Possible – 40 Points) Y N Points
Possible
Comments
Required
1. Product provides a modular design, enabling administrators to
perform a selective install, allowing staged implementation, and
expansion in the future.
4
2. By design the application is flexible, allowing setup information
pertinent to CWU’s operation to be used, which will be reflected in
the application screens that are adaptable to the Recreation Center’s
business needs.
4
3. Vendor’s application environment will support multiple database
instances (test, production, etc.). 4
4. IT staff will have no less than direct read rights to the database. 4
5. Describe your strategy for maintaining operating system, database
and application patches (security and otherwise) for your
application’s servers. Are patches vetted by the vendor prior to
being applied?
5
6. What are the vendor’s plans/timing of your ‘next generation’ release,
which would require a major implementation/upgrade by CWU? If
such a release is expected in less than 2 years, provide a description
of its attributes and impact on CWU’s preferred hardware
configuration?
5
7. On-site server based system supports user authentication with
Microsoft Active Directory. Is your product LDAP/Shibboleth
compatible?
5
8. Does the system support barcode or magstripe readers for mobile
equipment check in/out or participant verification for programs? 4
9. What native functionality does your application provide for the
import/export of data migration purposes? Does the vendor provide
collaborative data migration services? Does data migration include
historical data?
5
17
USER ENVIRONMENT (Total Points Possible – 19 Points) Y N Points
Possible
Comments
Required
1. Please describe the user interface in detail and indicate whether it is a
client or web based. 4
2. If the user interface is web-based, list browsers and versions that are
supported. Please address open source browser support. 3
3. Do you support virtualized server instances? If so, do you prefer
VMWare or Hyper-V? 5
4. Please describe, in detail, any client side software (plugins, clients,
etc.) which are necessary for your application. If this is a system
software component, does installation and maintenance require
touching each desktop, or can it be automated with Microsoft System
Center Configuration Manager?
4
5. Does the software offer functional user help for the application?
Specify whether these manuals are electronic or hard copy format. 3
SECURITY (Total Points Possible – 39 Points) Y N Points
Possible
Comments
Required
1. System provides flexible and customizable role or group based
security down to the field level including graduated levels of user
access (e.g. read-only, read/write, etc.). Provide your role/permission
structure(s).
8
2. System incorporates unique user ID’s and passwords for secured
access. 4
3. Describe data encryption and authentication technology used for user
logon and POS transactions. 4
4. System maintains an audit trail of transactions (e.g. POS activity,
patron account changes, etc.) by date-time stamp and interactive user
ID? Please detail which modules/functionality provides auditing
support.
5
5. If the system provides a web based user interface, will your
application support SSL sessions between clients and host? 5
6. If system is client based, what encryption methods are used for user
logon? 5
7. Describe your strategy for maintaining operating system, database
and application patches (security and otherwise) for your
application’s servers.
4
8. Will the vendor use CWU’s VPN solution for real-time online
server/system support? 4
INTEGRATION WITH OTHER UNIVERSITY SYSTEMS
(Total Points Possible – 21 Points)
Y N Points
Possible
Comments
Required
1. Ability to import patron information, formatted to the vendor’s
specifications, from existing University systems, including Touchnet
eCommerce, and PeopleSoft Student system. Please describe your
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application’s import engine, types of import specifications offered,
and file formats supported.
2. Ability to export billing feeds to and in a format useable by our
PeopleSoft Student system. Please describe your application’s
export engine, its ability to create user defined products, and types of
file formats supported.
6
3. Does the system have the ability to automate/schedule database
import and export processes? 5
4. Does the system support vCalendar/iCalendar file/data exchange to
keep recreation facility schedule assignments synchronized with the
University’s 25Live master activity calendar?
4
REPORTING (Total Points Possible – 20 Points) Y N Points
Possible
Comments
Required
1. Describe in detail reporting software components. Does the
application offer an ad hoc reporting tool, allowing users/IT staff to
filter data or change the underlying SQL for a report, or create new
reports?
5
2. Standard reports are available via the application for program
registration, league rosters, scheduling, membership, POS and
accounting activity, equipment maintenance and inventory, rental
equipment management, and locker management. Reports should be
capable of filtering and sorting by timeframe, type, category,
individual or group. Please include a listing of ‘standard’ reports
included with the system.
4
3. Describe any limitations in your reporting capabilities, including
necessity of purchasing 3rd party software. 3
4. Does reporting environment support different file output formats
(e.g. PDF, text files or export to Word/Excel) and multiple ways of
delivering reports to users such as screen, print, file, and email?
Explain if all output formats are not offered throughout the system.
4
5. Provides comprehensive reports on inventory activity, product
movement, and distribution of revenue. 4
FUNCTIONAL (Total for Functional Section – 357 Points)
Membership Management (Total Points Possible – 52 Points) Y N Points
Possible
Comments
Required
1. Supports multiple membership categories and types (Student,
Faculty, non-affiliate, family, etc.). 4
2. Ability to track individuals as individuals or as members of a group
or league. Patrons are not limited to the number of groups they can
belong to. Application supports viewing of all related information of
an individual (membership, group, bookings and financial history).
10
3. Ability to retrieve clients by University ID, name, organization, and
league name. 6
4. Ability to designate (and modify) one individual as primary contact
for a family, league, and organization. 4
19
5. Application checks for existence of duplicate patron entries when
adding new records and displays an alert when duplicate entry is
created. Also supports merging of information from duplicate
records.
6
6. Ability to prompt specific product sales and services with specific
membership types. 4
7. System provides unattended access control where customer scans
own membership card and gate unlocks if card is valid. 10
8. System supports user defined timeframe (i.e. term/quarterly) based
membership periods. 4
9. System supports department defined pro-ration of memberships. Pro-
rated memberships auto-calculate cost based on date of purchase in
membership period by a pre-determined value (day, week, etc.)
4
Program/Class Registration (Total Points Possible – 42 Points) Y N Points
Possible
Comments
Required
1. Ability to track programs/classes including name, type, level, dates,
start and end times, min/max size, equipment required, instructors,
extra fees, student/organizational contact info, setup and take down
times.
8
2. Ability to limit availability of activities types to specified individuals
(i.e. must pass belay check before purchasing rock wall membership)
and track prerequisites based on course groups.
3
3. Ability to enroll all user defined patron groups (students, facility,
guests, etc.) into programs. 3
4. Ability to identify if class is full or potential spaces are available. 3
5. System supports program wait lists, a patron can be on multiple
waitlists simultaneously, and those on the list will have registration
priority over any new registrants.
3
6. Ability to contact registered participants via email or conventional
mail. 3
7. Ability to prompt participants to purchase associated items with
class. 3
8. Ability to report class rosters, waitlists, and attendance for any class
and timeframe. 3
9. Does the application support self-service Kiosk based registration?
Would this functionality be web or client based access? 5
10. Ability to duplicate existing courses, and rollover course from one
term to another to avoid manually re-entering information. 8
Intramural/League Registration and Scheduling
(Total Points Possible – 35 Points)
Y N Points
Possible
Comments
Required
1. Support team registration for multiple sports, leagues, divisions, and
teams. 4
2. Ability to limit player enrollment and participation based on
sportsmanship misconduct or suspension 3
3. Supports leagues and tournaments 3
20
4. Support the creation of multiple sport score sheets and provides an
opportunity to include notes. 4
5. Tracks player statistics and team sponsorship. 3
6. Supports email to participants. 3
7. Ability to schedule league tournaments, round robin schedules, single
and double elimination, and seeded brackets. 4
8. Ability to create back to back games in the schedule and switch
home/away selections. 3
9. Ability to provide preferences for location and time to teams (e.g.
Team 23 can only play at 8:00 PM). 3
10. Ability to reserve facilities for the specific use of league play and
have the option to release all or part of those facilities if not required. 5
Facility Scheduling (Total Points Possible – 32 Points) Y N Points
Possible
Comments
Required
1. Ability to schedule all indoor and outdoor facilities including
classrooms, meeting rooms, swimming pool, fitness and racquet
center, sports fields, climbing walls, etc.
4
2. Supports building, room, and field inventory of all bookable areas,
and ability to assign attributes to those spaces (i.e. type of activities
supported, associated equipment, etc.).
4
3. Ability to duplicate existing courses, and rollover course/league from
one term to another to avoid manually re-entering information. 3
4. Ability to increment dates when rolling activities forward (i.e. a block
of programs will automatically have their dates adjusted to given start
date).
3
5. Ability to block dates off for holidays where the system adjusts
program dates and supports specifying these dates on the receipt. 3
6. Facilities can be automatically booked from with the registration or
league module while setting up programs, and provide information on
booking conflicts when generating the schedule.
4
7. Supports user defined withdrawal categories, which can be assigned
to courses and students, and be historically tracked. 3
8. Auditing support tracks schedule entries, updates and deletions by
user with date/time stamp. 4
9. Ability to track/control multiple configurations of the same bookable
area (e.g. fields which support multiple sports and overlap one
another. Scheduling of one sports field type would take other
overlapping designations offline).
4
Equipment Checkout/Rental (Total Points Possible – 32 Points) Y N Points
Possible
Comments
Required
1. System supports an unlimited equipment inventory (categories, items
and types), allows unique individual tracking ID’s, comments on
each piece of equipment, the ability to generate equipment labels for
6
21
use with scanning/tracking of equipment, and the ability to scan
equipment in/out using a patron’s ID.
2. Supports control of equipment availability as in or out of service. 3
3. The ability to log number of hours on individual equipment items,
tracking to indicate certification or need to recertify, and the ability to
track equipment maintenance and maintenance history.
6
4. Ability to track non-returned or damaged equipment to a user, access
fines to their student account and notify them by email. 4
5. Ability to tie equipment items to a storage location, and transfer items
from location to location. 3
6. Supports equipment reservation at a future date. 4
7. Supports rental of multiple pieces of equipment for one to many days
for an individual or a group. 3
8. Supports rental waitlists, those on a list will have first priority of
rental. 3
Locker Room Management (Total Points Possible – 23 Points) Y N Points
Possible
Comments
Required
1. Accommodates multiple locker areas and types. 3
2. Supports multiple locker service (term, per day). 3
3. Ability to assign lock combinations to a locker. 3
4. Ability to tie user and locker assignment together. 3
5. Ability to email notice of renewal/clearance. 3
6. Creates user specified timeframe based reports by expiration, type or
areas. 3
7. Ability to track and assess fees for towel service, locker rental, and
cleaning. 4
8. Ability to report on locker history. 1
POS and Account (Total Points Possible – 60 Points)
Y N Points
Possible
Comments
Required
1. Point of Sale system should integrate with other modules to provide
support for membership, activities, equipment check-out and rental,
program registration, and merchandise sales.
7
2. System provides a general ledger and is capable of storing
Institutional G/L account numbers up to 12 digits long and tracking
of debit or credit transactions.
4
3. System supports single source for fees assigned to courses,
memberships, leagues, etc. which populated POS system. 4
4. Ability to assign specific activities, fees, etc. to specific billing codes
or GL accounts, and track revenue for these accounts. 4
5. Ability to tender multiple payment types: cash, checks, institutional
student and department billing, payroll deduction, VISA and
MasterCard.
4
22
6. POS functions supports purchases, discounts, voids, and returns. 4
7. Supports a single transaction and payment method for different item
types (e.g. activities, rental, and refreshments). 3
8. Support for user defined fee structures per group (Student, Faculty,
non-affiliate, family, etc.) for like services. 5
9. Ability to assign unique discounts by item type or item group and the
ability to control discounts by date ranges (e.g. rent a tent for a day it
costs $10.00, rent it for 3days and cost is $5.00 per day).
5
10. Ability to use multiple GL accounts for one membership plan and
assign a percent of revenue received to each. 4
11. Ability to charge administrative fees for cancellations, withdrawals,
etc. and support calculation of pro-rated refunds. 4
12. Describe refund process via POS, and the different ways refunds can
be distributed (on account as credit, check, etc.) 5
13. Module interfaces with debit/credit card swipe (Verifone mx 915 or
Ingenico IPP-350 or similar) and complies with PCI 3.1 standards.
System is compatible with Elavon payment gateway.
7
Point of Sale (Total Points Possible – 48 Points)
Y N Points
Possible
Comments
Required
1. POS system is capable of processing multiple transactions
simultaneously, in real time, with no appreciable delay. 3
2. Ability to configure POS register for distinct functions:
a. Membership, merchandise, registration, etc.
b. Fully capable rental environment.
3
3. Describe your system’s register management capabilities. Can they
be clustered in multiple combinations for programming and
reporting? This would include methods for altering menus, item
names and prices, discount functionality. Can a single workstation
control register programming and push updates to designated
registers?
4
4. Does the register support online/offline modes, transaction storage in
offline mode, and the ability to automatically upload stored
transactions to the host when an online status returns? What
mechanism alerts cashiers or IT staff of this status?
5
5. Describe how POS system regulates access to register functions
between clerks and managers, and the system’s ability to track all
transactions processed by individual cashiers.
3
6. Items can be set up as a specific price (PLU), and onscreen PLU
lookup is supported. 3
7. Ability to define any item’s tax or non-tax status and assign default
local tax rates for applicable items. 4
8. Cashiers have the ability to use different terminals in a given day and
the transactions specific to a user are accumulated as one total for the
day. Similarly, the number of users on a single register is not limited.
3
9. Creates customizable receipts that integrate information (i.e.
membership, merchandise, transaction and register number, date, 3
23
etc.).
10. Ability to generate duplicate receipts. 5
11. Ability to give a global discount or adjustment to participants for an
entire course or program. 3
12. Point of sale item inventory is centralized for department (i.e. item
quantity is managed for system, not per transaction terminal). 3
13. Ability for automatic user log off after an adjustable period of
inactivity. 6
Internet (Total Points Possible – 33 Points)
Y N Points
Possible
Comments
Required
1. Ability to have members register for programs, classes, and
intramural leagues via the web. 3
2. Ability to make facility reservation, equipment or special needs
request. 3
3. Customers have a unique username name and password for access to
web-based systems. System is compatible with Shibboleth single
sign-on.
3
4. Internet system is “real-time”. Internet users and Recreation
department staff at their workstations access the same database and
are able to register customers simultaneously.
3
5. Internet system does not require a specific number of spots in a
course to be pre-assigned for Internet registration. First come, first
served.
3
6. Ability for customer to check their current registrations via the web
browser. 3
7. Ability for customers to see if there is any room left in a particular
course via the web browser. 3
8. Ability for customers to put a credit on their account balances via the
web browser that can then be used to pay for future programs, retail
or rental items.
3
9. Ability for officials to update scores/statistics via the web. 3
10. Supports public and secure reports via the internet. 3
11. Ability for customers to register and pay for programs via the web
browser. 3
7. Price Model: (120 points)
Provide cost figures associated with the license costs of the software, on-going software maintenance and
application support, including specific descriptions of support levels. Also provide costs for
installation/consultation, training and training materials, and any other known implementation costs.
24
The University prefers that any server-side hardware required to upgrade our current systems be purchased
separately. Vendors who wish to package their offerings to include these other components may do so, but must
separate these costs from the costs to be evaluated.
Outline your fee schedule in terms of a total cost for the services. Provide a breakdown of the services included
in that total cost, list separately the hourly rates for additional services available to CWU. Identify the categories
of consultants and their associated fee structure. All costs must be included in the firm costs and hourly rates,
e.g. travel, per diem, phone charges, etc. No additional monies will be paid for these and other re-bill type costs.
A separate fee schedule should be identified to be used in the case any off-site work is to be performed. Provide
a fixed price for the upgrade services, functional consulting and related services, plus a time and materials rate
for other services.
Use the below table to list the final costs of each area identified:
License Costs * $
Maintenance Costs * (Initial year) $
Maintenance Costs (years 2-5) * $
Installation/Consultation * $
Training & Training Materials * $
Other * $
Total Cost $
*Additional sheet(s) should be attached to fully explain the costs and inclusions therein for each item above.
Additional information should include a listing of individual modules with complete descriptions and prices.
Should costs exceed monies available, the University may elect to 1) purchase selected modules and add others
in the future, or 2) purchase all modules up-front with phased installation.
If vendor’s response to Non-Mandatory Requirements, Technical, Hardware, Question 4 is “No”, list the costs
for the server-side hardware components necessary to upgrade our environments to handle your product,
assuming no availability from the current configuration. These costs should not be included in the ‘Total Cost’
line item above.
Provide costs for any optional accessory type hardware including, but not limited to, hand-held units, bar code
printer, etc. These costs should not be included in the ‘Total Cost’ line item above.
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SECTION #6: AWARD CRITERIA
6.1 Award Criteria:
A contract shall be awarded to the most responsible and responsive bidder based upon, but not limited to, the
following criteria where applicable and only that which can be reasonably determined as evidenced by required
RFP responses:
The price and the effect of term discounts (not less than thirty calendar days after receipt of goods or correct
invoice), whichever is later.
Local sales and use tax.
Servicing resources, capability and capacity.
Uniformity or interchangeability, & upgradeability of parts and accessories.
Warranty.
In determining the “lowest responsible bidder” as per RCW 43.19.1911, the following items shall also be given
consideration:
The quality of the articles proposed to be supplied, their conformity with specifications, the purposes for
which required and the times of delivery.
The ability, capacity, and skill of the bidder to perform the contract or provide the service required;
The character, integrity, reputations, judgment, experience, and efficiency of the bidder;
Whether the bidder can perform the contract within the timeframe specified;
The quality of performance on previous contracts or services;
The previous and existing compliance by the bidder with laws relating to the contract or services;
Such other information as may be secured having a bearing on the decision to award the contract such as life
cycle costing.
6.2 Scoring Responses:
Responses will be scored on a point basis with a total of 800 points possible. The number of points possible
for each question is noted in Section 5. Cost will be scored using a ‘declining percentage based on low cost’
method: Low cost will receive 120 points; costs other than low will receive the number of points equal to the
percentage relationship to low.
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CENTRAL WASHINGTON UNIVERSITY
RECREATION CENTER MANAGEMENT SOFTWARE
REQUEST FOR PROPOSAL 16-006
APPENDIX A
FORM OF CONTRACT
Note: The following pages are a sample contract. The final contract will be negotiated with the
successful vendor after an award has been made.
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CENTRAL WASHINGTON UNIVERSITY
STANDARD AGREEMENT
This CENTRAL WASHINGTON UNIVERSITY STANDARD AGREEMENT (“Agreement”) is entered into by and
between Central Washington University, 400 East University Way, Ellensburg, WA 98926 (“CWU”), and <<Contractor Name and
Address>> (“Contractor”). The parties and purpose of this Agreement are further described in the recitals hereof.
I. RECITALS
1.1 CWU. CWU is a public institution of higher education established by the State of Washington with its principal
place of business located in Ellensburg, Washington. CWU desires to acquire the goods and/or services herein described for the
purposes stated in Paragraph 1.3 hereof.
1.2 Contractor. Contractor is <<description of Contractor’s type of business>>, whose principal place of business is
located in <<city, state>>. Contractor desires to provide the goods and/or services herein described for the purposes stated in
Paragraph 1.3 hereof.
1.3 Purpose. The purpose of this Agreement is __________________________.
For and in consideration of the foregoing recitals, and in consideration of the payments or other covenants and mutual
agreements herein provided, the parties hereby agree as follows.
II. OBLIGATIONS OF THE PARTIES
2.1 Contractor’s Obligations.
(a) Contractor agrees to provide the following described goods and/or services: _________________. Contractor
agrees to deliver the specified goods and/or to complete performance of the specified services on or before __________, 20__. If
applicable, delivery or performance shall commence no later than ________, 20__.
(b) If the beneficiary of payment under this Agreement is not a U.S. Citizen or U.S. Permanent Resident Alien,
Contractor must consult with a Nonresident Alien Tax Specialist in CWU’s Payroll Office (509-963-2221) prior to commencing the
performance of Contractor’s obligations hereunder. Contractor certifies that the beneficiary of payment: (initial one) _____ IS
_____ IS NOT a U.S. Citizen or U.S. Permanent Resident Alien.
2.2 CWU’s Obligations. Upon delivery of the specified goods and/or completion of the specified services, and within
thirty (30) days of receiving Contractor’s itemized invoice, CWU agrees to pay the following amount(s), exclusive of applicable taxes:
$_________. Unless otherwise provided herein, Contractor shall be solely responsible for Contractor’s travel and related expenses.
III. CONTRACT TERM, TERMINATION, DISPUTES
3.1 Term. The term of this Agreement shall be from _________, 20__, through _________, 20__. This term may be
extended upon mutual written agreement of the parties for additional time periods not to exceed one year each.
3.2 Termination.
(a) This Agreement may be terminated at any time by mutual written agreement of the parties.
(b) CWU, by giving written notice, may terminate this Agreement at any time without cause and without further
obligation to Contractor except for payment due for goods provided or services rendered prior to the effective date of termination.
(c) The Agreement may be terminated by either party for a material breach by the other party of that party’s
obligation(s) hereunder. In the event of breach, the aggrieved party must provide written notice to the breaching party and allow
fifteen (15) days to cure. If the breach cannot be cured within that time or such longer time as deemed reasonable by the aggrieved
party, the Agreement may be terminated immediately by written notice of the aggrieved party. Termination for breach shall not be
deemed to limit any of the terminating party’s contractual remedies as against the breaching party.
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(d) Termination of this Agreement by any means provided herein shall not excuse any party’s performance of its
obligations hereunder through the effective date of termination, except that CWU shall not be obligated to pay for goods that have not
been delivered or services that have not been performed.
3.3 Disputes. Any dispute between the parties arising under or relating to this Agreement shall be resolved informally
if possible, but if the parties cannot so resolve their differences, then arbitration shall provide the sole and exclusive remedy for
resolving the contract dispute. The parties shall jointly select one arbitrator acceptable to both parties. If the parties cannot agree on
an arbitrator, the Yakima Dispute Resolution Center shall be requested to choose an arbitrator. The fees and expenses of the arbitrator
shall be shared equally by both parties to this Agreement, and each party shall bear its own costs and attorney fees. Arbitration shall
be conducted according to the commercial arbitration procedures of the American Arbitration Association. The arbitrator’s decision
or award shall be final and binding on both parties.
IV. GENERAL TERMS AND CONDITIONS
4.1 Assignment. This Agreement shall extend to and be binding upon and inure to the benefit of the successors and
assignees of the respective parties. However, this Agreement may not be assigned or subcontracted by either party without the other
party’s express written consent.
4.2 Independent Capacity. This Agreement is intended to create an independent contractor relationship. Each party to
the Agreement shall act in an independent capacity and not as an agent or representative of the other party. The employees or agents
of each party who are engaged in the performance of this Agreement shall continue to be the employees or agents of that party and
shall not be considered for any purpose to be the employees or agents of the other party.
4.3 Indemnification. Each party to this Agreement shall be responsible for its own acts or omissions and for those of
its directors or trustees, officers, employees, agents, and volunteers. Neither party shall be responsible to the other party for the acts or
omissions of persons or entities not a party to this Agreement.
4.4 Insurance. CWU may require Contractor, prior to the commencement of services, to provide CWU with proof of
insurance acceptable to CWU and naming CWU as additional insured. Such proof of insurance, if required, shall be attached to and
made part of this Agreement, and Contractor warrants that such insurance shall remain in effect during the term of this Agreement.
4.5 Non-Discrimination. The parties to this Agreement each agree to comply with applicable federal and state laws
prohibiting discrimination in education, employment, or public accommodations based on age, sex, marital status, sexual orientation,
race, creed, color, national origin, genetic information, honorably discharged veteran or military status, or the presence of any sensory,
mental, or physical disability or the use of a trained dog or service animal by a person with a disability.
4.6 Records and Audits. The parties recognize that business records created, maintained, or used in the performance of
this Agreement may constitute public records subject to the public disclosure and retention requirements under applicable state law.
Each party will retain its business records relating to this Agreement for the applicable retention period(s) and will make such records
available upon request for inspection and audit by the other party or by authorized representatives of the Washington State Auditor.
4.7 Complete Agreement; Modification. This Agreement constitutes the entire agreement between the parties and
supersedes any and all other agreements, understandings, negotiations and discussions, oral or written, express or implied. The parties
agree that no other representations, inducements, promises, agreements, or warranties relating to this Agreement, oral or otherwise,
have been made to or by them. No modification or waiver of this Agreement shall be valid or binding unless in writing and signed by
the parties.
4.8 Governing Law; Venue; Severability. This Agreement shall be governed by the laws of the State of Washington.
Venue for any dispute under this Agreement shall be in Kittitas County, Washington. If any provision of this Agreement shall be held
invalid, such invalidity shall not affect the other provisions of this Agreement that can be given effect without the invalid provision, if
such remainder is consistent with applicable law and with the fundamental purpose of this Agreement, and to this end the provisions
of this Agreement are declared to be severable.
4.9 Waiver. The waiver by a party of any default or breach of this Agreement, or the failure of a party to enforce any
provision hereof or to exercise any right or privilege hereunder, shall not be deemed to waive any prior or subsequent breach or
default, the enforcement of any provision hereof, or the exercise of any right or privilege hereunder, unless otherwise stated in a
writing signed by an authorized representative of the party and attached to the original Agreement.
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4.10 Notices. Written notices required or permitted to be provided by a party to the other party under this Agreement
may be provided by personal delivery, legal courier service, or certified mail, postage prepaid and return receipt requested. Notice
may be provided by regular first class mail if simultaneous notice is provided by electronic mail. Notices will be sent to the parties at
the following mailing addresses:
Central Washington University ________________________
400 East University Way ________________________
Ellensburg, WA 98926-7480 ________________________
The address of a party for the receipt of notice may be changed at any time by written notice provided in accordance herewith.
4.11 Contract Administration. The contract administrator and principal point of contact for each party to this
Agreement shall be as follows, subject to change by written notice.
(a) The Contract Administrator for CWU will be <<name, title, phone, email>>.
(b) The Contract Administrator for Contractor will be <<name, title, phone, email>>.
IN WITNESS WHEREOF, this Agreement has been executed by and on behalf of the parties through their authorized
representatives, effective as of the latest date written below.
CENTRAL WASHINGTON UNIVERSITY CONTRACTOR
________________________________________ ________________________________________
Signature Date Signature Date
________________________________________ ________________________________________
Name Name
________________________________________ ________________________________________
Title Title
30
CENTRAL WASHINGTON UNIVERSITY
RECREATION CENTER MANAGEMENT SOFTWARE
REQUEST FOR PROPOSAL 16-006
APPENDIX B
TERMS AND CONDITIONS OF ANY SUBSEQUENT AGREEMENT WITH
OTHER WASHINGTON INSTITUTIONS OF PUBLIC HIGHER EDUCATION
(WIPHE) COOPERATIVE MEMBERS
31
Terms and Conditions Specific to Washington Institutions of Public Higher Education Cooperative Purchasing
1. Definitions:
WIPHE: Washington Institutions of Public Higher Education who are signatories to the Interlocal
Agreement for Cooperative Purchasing.
Lead Institution: The WIPHE member that has volunteered to conduct the solicitation/negotiation process
on behalf of the WIPHE members.
Committed Participants: Those WIPHE members who respond affirmatively to the Lead Institution's
request for participation, and whose estimated purchase volume will be included in the
solicitation/negotiation documents.
Potential Participants: All other WIPHE member institutions who are not Committed Participants.
Potential Participants may choose to use any contract awarded, provided the contractor will accept their
participation.
2. No Exclusivity Implied: This bid provides no exclusive arrangements for obtaining product or services by any
WIPHE Institution who has not specifically been identified as committed participants. Potential Participants may
purchase any product or services in this bid through their own processes for competitive procurement or via other
cooperative purchasing arrangements at their disposal.
3. Contract Administration: This contract shall be administered by the Lead Institution, the Committed
Participants, and any other Potential Participant who subsequently use a resulting agreement, in the following
manner:
A. The terms and conditions contained in their entirety in any contract which results through the Lead
Institution’s solicitation may not be altered except as provided herein, or, unless approved in
writing by the Lead Agency’s Purchasing Manager.
B. WIPHE Institutions may at their sole option, individually negotiate only operational provisions
specific to the needs of their Institution. These would include agreed arrangements for such
operational provisions as delivery, installation, service, and invoicing processes. Such negotiated
changes shall not be binding on any other Institution. These changes may, however, bind the bidder
to providing similar arrangements to the other Institutions pursuant to any Best Customer
provisions of a contract.
C. WIPHE Institutions shall individually be responsible for their obligations to the awarded contractor
pursuant to any purchase associated with this agreement. Likewise, the Vendor shall be responsible
for their obligations to the WIPHE Institutions pursuant to this agreement. All reasonable efforts
will be made by the Vendor and the WIPHE Institutions to satisfy any breach of these obligations,
or, disagreements arising between the individual WIPHE Institution and the Vendor. Resolution
may take several forms, including cancellation of specific arrangements between the Vendor and
the Institution. Resolutions of any nature shall not have a binding effect on any other Institution.
D. In the event a breach or disagreement cannot be resolved between the Institution(s) and the Vendor, either
party may notify the Lead Institution and request the Lead Institution satisfy the dispute in accordance
with this agreement, including any Dispute Resolution process identified within.
E. The Lead Institution may at any time act on behalf of any WIPHE Institution in resolving breach of
contract, or, to settle disputes in accordance with this agreement.
4. Contract Documents: The Vendor shall make copies of any contract that results from the Lead Institution’s
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solicitation available in its entirety to any WIPHE Institution expressing an interest in purchasing the product or service.
The Lead Institution and the Vendor agree that a summary of this agreement, including a phone number for interested
agencies to contact the Vendor, may be placed on a public access electronic home page, bulletin board, fax-on-demand
network, or similar form of accessible medium.
5. Award in Best Interest of WIPHE: Central Washington University reserves the right to award the contract in whole
or in part in a manner that most effectively serves the WIPHE members, to reject any or all bids, and to otherwise proceed
with the award as necessary to protect the best interests of WIPHE. After award, members of WIPHE will issue separate
purchase orders to the successful vendor(s) if they choose to acquire the items pursuant to this award.
All questions regarding this bid must be directed to Central Washington University as the Lead Institution. All
information relating to this solicitation will be retained by Central Washington University as the official public record.
6. WIPHE Cooperative Members:
Four Year Institutions: Central Washington University, Ellensburg University of Washington, Seattle
Eastern Washington University, Cheney Washington State University, Pullman
The Evergreen State College, Olympia Western Washington University, Bellingham
Community and Technical Colleges: Bates Technical College, Tacoma Olympic College, Bremerton
Bellevue Community College, Bellevue Pierce College, Lakewood
Bellingham Technical College, Bellingham Peninsula College, Port Angeles
Big Bend Community College, Moses Lake Renton Technical College, Renton
Cascadia Community College, Bothell Seattle Community Colleges, Seattle
Centralia College, Centralia Shoreline Community College, Seattle
Clark College, Vancouver Skagit Valley College, Mt. Vernon
Clover Park Technical College, Lakewood South Puget Sound Community Col., Olympia
Columbia Basin College, Pasco Community Colleges of Spokane, Spokane
Edmonds Community College, Edmonds Tacoma Community College, Tacoma
Everett Community College, Everett Walla Walla Community College, Walla Walla
Grays Harbor College, Aberdeen Wenatchee Valley College, Wenatchee
Green River Community College, Auburn Whatcom Community College, Bellingham
Highline Community College, Des Moines Yakima Valley Community College, Yakima
Lake Washington Technical Col., Kirkland State Board for Com & Tech Colleges, Olympia
Lower Columbia College, Longview
33
CENTRAL WASHINGTON UNIVERSITY
RECREATION CENTER MANAGEMENT SOFTWARE
REQUEST FOR PROPOSAL 16-006
APPENDIX C
IN-STATE PREFERENCE/RECIPROCITY
Pursuant to RCW 43.19.704 and WAC 236-48-085, the Department of General Administration Office of State Procurement has established lists of states, which grant a preference to their in-state businesses and the appropriate percentage increase applicable against firms submitting bids from these states for goods and services. Bids in excess of $43, 900 only are subject to the instate preference reciprocity provisions of RCW 43.19.700. For purpose of evaluating bid prices, the buyer is to add an amount equal to the appropriate percentage to each bid submitted from that state. See Link below for preferences & conditions listed by state:
http://www.des.wa.gov/SERVICES/CONTRACTINGPURCHASING/Pages/ReciprocalPreference.aspx
Document will be provided by mail upon receipt of a request faxed to: (509) 963-2871
34
CENTRAL WASHINGTON UNIVERSITY
RECREATION CENTER MANAGEMENT SOFTWARE
REQUEST FOR PROPOSAL 16-006
APPENDIX D
VENDOR DIVERSITY PLAN
MINORITY AND WOMEN OWNED CONTRACTOR/SUPPLIER/VENDOR
BUSINESS PARTICIPATION OUTREACH PLAN
A MWBE/Diversity Plan is required from any vendor submitting a proposal to this RFP process. At a
minimum the plan should include the following:
1. Names, titles and contact information of those responsible for managing and implementing specific
aspects of your MWBE Outreach Plan.
2. A description of the strategies, approaches and specific steps your firm will take to assist the University
in meeting its voluntary MBE and WBE percentage utilization goals, which may include but are not
limited to a description of the following:
Any mentoring of MWBEs that your firm has been involved with or is currently involved with.
Your firm’s participation in outreach events as a means to develop relationships with MWBEs.
Describe your firm’s current method of measuring MWBE utilization
Indicate how your firm identifies and contacts MWBEs
Describe how your firm will monitor its progress towards meeting the voluntary MWBE goals on
any contact award based on this RFP process.
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