Administrative Software and

Implementation Services

 

 March 25, 1998

 

Administrative Software and Implementation Services
RFP #END032598
March 25, 1998

Table of Contents

I.

Overview of This Request for Proposal . . . . . . . . . . . . . . . . .

6

II.

Background Discussion and Goals of the University . . . . . . . . . .

A. University Background

B. Relationship Vision

C. Strategic Directions for Administrative Services

8

III.

Scope of Goods and Services . . . . . . . . . . . . . . . . . . . . . .

A. Software

B. Implementation Services

C. Educational and Training Services

13

IV.

Evaluation of Proposals . . . . . . . . . . . . . . . . . . . . . . . . .

A. Mandatory Contractual Provisions

B. Basis of Selection

17

V.

Contents of the Proposal . . . . . . . . . . . . . . . . . . . . . . . . .

  1. Cover Letter and Signature Page
  2. Response to Mandatory Contractual Provisions
  3. Response to Relationship Requirements
  4. Response to Software Requirements
  5. Response to Implementation Services Requirements
  6. Response to Educational and Training Requirements
  7. Response to Technical Requirements
  8. Response to Preferred Contractual Provisions
  9. Pricing Proposal
  10. Financial Statements
  11. Customer Lists and References
  12. Additional Technical Documentation
  13. Site Visits
  14. Contract Administrator

19

VI.

Information about This RFP . . . . . . . . . . . . . . . . . . . . . . .

A. Procurement Schedule

B. Issuance of RFP and Questions

C. Pre-Preproposal Conference

D. Proposal Deadline and Number of Copies

E. Communications between the University and Proposing Firms Regarding This Request for Proposal, the Firms' Proposals and this Procurement Transaction

1. Informal Communications

2. Formal Communications

3. Failure to Adhere to Communication Provisions

F. Formation of the Agreement with the Selected Firm

1. Contractual Provisions Deemed Included In the Proposal

2. Mandatory Contractual Provisions

3. Preferred Contractual Provisions

4. Virginia Freedom of Information Act

G. Rejection of Proposals

24

 

Attachment 1 - Mandatory Contractual Provisions . . . . . . . . . . .

A. Nondiscrimination

B. Conflict of Interests

C. Assignment

D. Amendments

E. Notices

F. Independent Contractor

G. Worker's Compensation and Employer's Liability

H. Drug-Free Workplace

29

 

Attachment 2 - Relationship Requirements . . . . . . . . . . . . . . .

A. Relationship Vision

B. General Information

C. Software Firm Information

D. Implementation Firm Information

31

 

Attachment 3 - Strategic Direction Statements . . . . . . . . . . . . .

35

 

Attachment 4 - Software Requirements . . . . . . . . . . . . . . . . .

  1. Administrative Applications
  2. Reporting Tools
  3. Application Development Tools
  4. Other Tools and Technologies

36

 

Attachment 5 - Implementation Services Requirements . . . . . . . .

  1. Project Management
  2. Process Reengineering
  3. Chart of Accounts Redesign
  4. Organizational Restructuring
  5. Application Implementation
  6. Infrastructure Development
  7. IT Organizational Strategy
  8. Outsourcing of Legacy System Maintenance
  9. Data Warehouse Design and Implementation
  10. Electronic Forms and Automated Workflow Design and Implementation
  11. Change Management/Facilitation

40

 

Attachment 6 - Educational and Training Services Requirements . .

48

 

Attachment 7 - Technical Requirements . . . . . . . . . . . . . . . . .

A. General Information

B. Software Firm Information

C. Implementation Firm Information 

50

 

Attachment 8 - Preferred Contractual Provisions . . . . . . . . . . . .

A. General Contractual Provisions

1. Goods and Services

2. Term of Agreement

3. Contract Administrator

4. Waiver

5. Indemnification

6. Governing Law

7. Termination for Cause

8. Termination for Convenience

9. Non-Appropriation

10. Right of Audit

11. Contractual Claims

12. Insurance

13. Use of Agreement by Third Parties

14. The University's Authorized Representatives

15. Purchasing Manual

16. Copyrights

17. Solicitation of Employees

18. Right to Select Personnel

19. Right to Remove Project Personnel

20. Right to Execute Confidentiality Agreement

21. Current or Pending Litigation

22. Training Material

23. Third Party Liabilities

B. Provisions Applicable Only To the Software Firm

1. Software Price and Payment

2. Software License

3. Software Warranty and Maintenance

4. Software Documentation

5. Year 2000 Compliant

53

 

Attachment 9 - Price Proposal . . . . . . . . . . . . . . . . . . . . . .

A. Software Firm Price Proposal

  1. Application and Tool License Fees
  2. Maintenance and Technical Support Fees
  3. Software Firms Educational and Training Product Costs
  4. Price for Software Documentation

B. Implementation Firm Price Proposal

  1. High-level Implementation Planning Price
  2. Average Daily Price for Implementation Services
  3. Implementation Firms Educational and Training Services Price

59

 

Attachment 10 - Procedure for Resolution of Contractual Claims . .

67

 

Attachment 11 - Technical Environment . . . . . . . . . . . . . . . .

69

 

Attachment 12 - Definition of Integrated System . . . . . . . . . . .  

71

 

Attachment 13 - Glossary of Terms . . . . . . . . . . . . . . . . . . .

74

Administrative Software and Implementation Services

RFP #END032598

March 25, 1998

  

I. Overview of this Request for Proposal

The Rector and Visitors of the University of Virginia (University), a Virginia public corporation and agency of the Commonwealth, seek experienced firms to provide integrated administrative systems software (financial, human resource, and student), assist the University with system implementation, and reengineer University business processes if deemed necessary by the University. With this combined software and implementation services Request for Proposal (RFP), the University is seeking:  

  1. Software proposals from integrated administrative software firms,
  2. Implementation services proposals from consulting firms, and
  3. Proposals for both software and implementation services from firms who offer both or want to team with another firm to submit a joint proposal.

As noted in "c" above, the University is interested in receiving joint proposals from software and implementation firms who believe that together they are able to offer an exceptionally good solution to University needs. Such proposals must clearly detail the benefits to the University of awarding the contract jointly to those particular firms. However, the University must have the flexibility to select any implementation firm it chooses, regardless of whether that implementation firm submitted a joint proposal with the selected software firm. Firms are encouraged to submit creative proposals which provide the University with multiple options. Following are explicit instructions for submitting proposals:

It is important to understand that the University is seeking long-term relationships with the firms it selects through this RFP. Firms are strongly encouraged to elaborate on the manner and the extent to which they are positioned to assist the University in realizing its vision as outlined in Section II.B: Relationship Vision.

This Request for Proposal (RFP) is part of a competitive procurement process which helps to serve the University's best interests. It also provides firms with a fair opportunity for their services to be considered. The process of competitive negotiation being used in this case should not be confused with the different process of competitive sealed bidding. The latter process is usually used where the goods or services being procured can be described precisely and price is generally the determinative factor. With competitive negotiation, however, price is not required to be the determinative factor, although it may be, and the University has the flexibility it needs to negotiate with firms to arrive at a mutually agreeable relationship.

For ease of reference, each firm receiving this RFP is referred to as a "firm" and the firm selected to provide services for the University is referred to as the "Selected Firm," wherein the singular includes the plural. This RFP states the instructions for submitting proposals, the procedure and criteria by which a firm may be selected, and the contractual terms by which the University proposes to govern the relationship between it and the Selected Firm. "Agreement" means the contract between the University and the Selected Firm that governs the initial planning phase and any subsequent phase, as described elsewhere in the RFP. Attachment 13: Glossary of Terms describes words and phrases, some in the vernacular of the University, that appear in this RFP and in the referenced Strategic Direction Statements.

It is the policy of the Commonwealth of Virginia and the University of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities, and to encourage their participation in State procurement activities. The Commonwealth and the University encourage firms to provide for the participation of small businesses and businesses owned by women and minorities through alliances, joint ventures, subcontracts, or other contractual opportunities.

An electronic copy of this Request For Proposal can be obtained from the following URL:

http://minerva.acc.virginia.edu/~iscat/rfp.html

 

II. Background Discussion and Goals of the University
  •  

    A. University Background

  • About the University. The University of Virginia, founded by Thomas Jefferson in 1819, is located in Charlottesville, Virginia. As a public institution of higher education, the University’s strategic directions focus on teaching, research, public service and patient care. As a leader among public institutions, the University supports research and scholarship in many academic disciplines, including the professional fields of medicine, law and business administration. The University has a total student enrollment of 19,152 full time students. In addition, Continuing Education teaches credit and non-credit courses to 30,000 students at its eight locations throughout the state and the University's Clinch Valley College serves the academic needs of 3,300 students in Southwest Virginia. The University employs approximately 2,300 full-time faculty and 8,400 full-time classified staff members. For the fourth year in a row, U.S. News and World Report has ranked the University as the number one public institution among the nation's top 25 research universities, and among the "best buys" in higher education. The University was awarded $160 million total research dollars in Fiscal Year 1997.

    Administrative Processes and Systems. In the past, administrative applications were either purchased or developed in-house as separate entities to serve the needs of specific central administrative units. While these systems worked well as initially conceived, designed and implemented, the University’s changing needs and expectations have exceeded the practical limits of these systems for continual enhancements. Because the applications were purchased from multiple vendors, they utilize a variety of programming and data structure platforms and, thus, are difficult and expensive to modify. A description of the University's current technical environment can be found in Attachment 11: Technical Environment.

    Three years ago, the University began a restructuring initiative to improve the efficiency and effectiveness of its business processes. At the heart of this effort was the desire to broaden and delegate responsibility and accountability for operational functions, to simplify administrative processes, and to broadly apply technology in all administrative areas, especially the schools, departments, and other program-delivery units outside central administration. To support this restructuring initiative, the University will replace its core financial, human resources, and student services applications. This replacement strategy relies on the purchase of integrated systems software from a single firm, implementation assistance from the Selected Firm that is experienced in the purchased software, the major reengineering of affected business processes, and a phased implementation schedule. The result will be streamlined and intuitive processes supported by a set of applications having a common user interface. The new business processes will also incorporate business rules that can be easily modified as determined by a dynamic business environment. A more detailed description of the University's strategic directions for administrative services can be found in Section II.C: Strategic Directions for Administrative Services and in Attachment 3: Strategic Direction Statements.

    B. Relationship Vision

    The University seeks to create working relationships with the Selected Firms that will propel the University toward attainment of its goals to successfully implement the procedural, organizational, and systems changes defined in this RFP. While the procurement of specific goods and services outlined in this RFP will form the basis for the University's contractual relationship with Selected Firms, and while the University does not seek or intend to form a joint venture or partnership, the University encourages firms to be creative in identifying potential points of interaction that could expand and strengthen this relationship. For example, the University may consider assisting a Selected Firm with development of certain required software in consideration for better pricing from the Selected Firm on existing software. Firms should identify in their proposals the perceived incentives of doing business with the University in the manner set forth in this RFP and also in ways that are not explicitly stated.

    In support of its strategic directions and in an effort to maintain the highest quality services for its stakeholders (e.g., faculty, staff, and students), the University seeks to work with experienced firms who will provide:

    1. Software, training, and support that facilitates the University's administrative activities;
    2. Process and organizational reengineering expertise that has produced stellar results in other institutions of higher education; and
    3. Implementation experience and capabilities that will result in the effective implementation of the administrative software.

    The University will evaluate each firm's experience and approach to achieving definable operational improvements, as well as each firm's approach to the relationship, in order to select the firms most closely aligned with the University’s objectives. Elements of the envisioned relationships include:

    1. Developing beneficial procurement and implementation goals based upon the strengths and capabilities of each party;
    2. Capacity and commitment to deliver the right resources and technologies to support the University in maintaining leading-edge capabilities to the satisfaction of all key stakeholders;
    3. Experience in managing multi-year relationships;
    4. Capability and commitment of the parties to be flexible in addressing issues and concerns and in anticipating a changing environment;
    5. Sustained enhancements to products and services, appropriate to higher education, to ensure long-term viability of these products and services;
    6. Ability of each party to contribute unique attributes and strengths to the relationships; and
    7. A willingness to develop an organizational and administrative framework to manage the relationships and to address issues and opportunities that may arise.

    The following expectations will define the success of these process changes, organizational changes, and systems changes:

    1. Implementing systems that meet or exceed the needs of the University, as determined by the University;
    2. Allowing users to reduce significantly the need to collect and maintain redundant data in shadow systems;
    3. Being on time and within budget;
    4. Creating an environment in which users are satisfied and feel they have a stake in the process, organizational and systems changes;
    5. Providing proper training and communication so that users are prepared to use the new systems when they are implemented;
    6. Developing efficient and effective business processes that support the strategic directions of the University; and
    7. Creating an environment of trust, information sharing, and the expectation of success.

     

    C. Strategic Directions for Administrative Services

    As part of the Integrated Systems Procurement project, three task forces (i.e., Finance, Human Resources and Student Services) met to discuss future directions for systems and processes at the University of Virginia. These groups developed Strategic Direction Statements to capture their vision of how services could be provided and work could be performed in the future. Drawing upon those documents, the following section summarizes the major strategic drivers and beliefs that were identified. The complete Strategic Direction Statements for each area are included as Attachment 3: Strategic Direction Statements.

    III. Scope of Goods and Services

    It is the University's intent to enter into an agreement with the Selected Firms for the purchase of:

    • software, training, and other support that facilitates the University’s integrated systems implementation;
    • expertise in process reengineering and project management; and
    • implementation experience and capabilities that will result in the optimal implementation of the administrative software.

    The agreements will include those goods and services necessary to help the University achieve its goals as outlined in this RFP. Since the implementation of software will be phased, goods and services included in the scope of this RFP will be procured in an incremental fashion.

    The following sections define the general scope of services sought from the software and/or implementation firm(s). More details are provided in referenced attachments. Upon completion of its evaluation of responses to the RFP, the University will make a preliminary selection of the firms with which it will work, and will form an Agreement which will govern the initial planning phase. The Selected Firms and the University will work together in an initial planning phase to define:

    • a clearer scope for the project,
    • the specific modules to be installed,
    • the order of software installation,
    • the level of effort required by the University and the Selected Firm to complete each phase of the project,
    • the software acceptance criteria, and
    • an appropriate distribution of tasks, effort, and responsibility for each phase of the project between the University and the Selected Firm.

    While the duration of the initial planning phase will remain at the University’s discretion, it is currently estimated to take eight to twelve weeks. Upon conclusion of the initial planning phase to the University’s satisfaction, the University will form an Agreement with the Selected Firms to complete the first phase of the project and tentatively to complete all remaining phases. Completion of the first phase will trigger a review by the University and the Selected Firms of their working relationships. Assuming the University and the Selected Firms wish to continue working together, planning for the next project phase will occur and a written amendment to the Agreement will be formed to complete that phase. This Agreement reconfirmation process will continue until all project phases are completed. The University retains the right to terminate the project, select another firm, or reissue the RFP, if for any reason it is dissatisfied with the results of the initial planning phase.

    A. Software

    As is apparent from Section II.C Strategic Directions For Administrative Services, the University will require a wide-ranging set of full-featured software products to meet its administrative service goals. It will need many new applications falling under the general headings of Financial, Human Resources, and Student services. The University will also require new tools to satisfy diverse reporting needs, address application customization and development needs, and ease the burden of ongoing production support of these applications and tools. Attachment 4: Software Requirements provides details regarding these needs.

    Additionally, at a major research university such as the University of Virginia, many users receive access to information that crosses all of the application modules and that crosses traditional administrative and/or academic boundaries. For this reason, both the integration between modules and a common user interface are important as users navigate within and through different modules. Desired integration characteristics are briefly described below and in greater detail in Attachment 12: Definition of Integrated System.

    • Data integration across applications using a common data model, common data definitions, single points of data collection, and universal (cross-application) data availability;
    • Application features which allow sharing of derived data values, minimal reconciliation between modules, shared customization tools, and shared code and business rules;
    • Consistent presentation of data and headings in on-line screens and batch reports across applications;
    • System operations that enable single sign-on, centralized (single-point) security and distributed rights administration, common job scheduling and others as defined in Attachment 12: Definition of Integrated System.

    B. Implementation Services

    The University will require the services of an outside firm to assist in the pursuit of administrative service goals. The University is particularly interested in identifying an implementation firm with demonstrated ability to:

    • Understand key processes in higher education administration and provide expert guidance on the reengineering of these processes;
    • Understand the modules and applications provided by the software firm and understand and have experience solving the issues that arise implementing the software firm’s administrative systems in a higher education research institution;
    • Effectively mentor and provide knowledge transfer on the specific administrative applications and implementation techniques;
    • Implement process and organizational change with minimal stress and negative impact on the institution, its employees and its students;
    • Competently and quickly identify and solve the technical issues that arise in a complex client-server environment and provide adequate guidance to minimize implementation and operational risks;
    • Provide project management experience capable of meeting schedule and budget objectives and facilitating the proper level of project controls, communication strategies and change management/facilitation activities to ensure project success; and
    • Integrate their methods and philosophies with those of the University and develop relationships that match the culture of the institution.

    Each organization and each industry develops methods and philosophies for conducting business. The University of Virginia seeks an implementation firm that is both an experienced provider of these types of services, as well as one that can develop project plans, communication strategies, project controls and, in general, conduct business in a manner that is consistent with and complimentary to the University’s modus operandi.

    Procurement of the following services is being considered to supplement the knowledge and skills of University staff.

    • Project Management
    • Process Reengineering
    • Chart of Accounts Redesign
    • Organizational Restructuring
    • Application Implementation
    • Infrastructure Development
    • IT Organizational Strategy
    • Outsourcing of Legacy Maintenance
    • Data Warehouse Design and Implementation
    • Electronic Forms and Automated Workflow Design and Implementation
    • Change Management/Facilitation

     These services are explained in Attachment 5: Implementation Services Requirements.

    C. Educational and Training Services

    In addition to the services noted above, the University will require outside help from software and implementation firms to provide initial and ongoing educational and training services for the development, implementation, management, maintenance, and use of the new processes and software. In addition to training on the software application, the University is interested in understanding the firm's recommended training to support the implementation project. These services are needed for technical and professional staffs, managers, and end users. Some of the options that the University would be interested in include the following:

    • On-site classroom training
    • Off-site classroom training
    • Training packages that allow University staff to provide the training (Train-the-trainer)
    • Computer-based training
    • Distance learning options
    • User support documentation
    • Instructional materials

    These are only a few possible training options that would be of benefit to the University. Firms are encouraged to propose all education options available to the University that firms believe will assist the University in meeting its strategic directions for administrative improvements. Attachment 6: Educational and Training Requirements list specific questions the University has at this time regarding firms’ proposed service offerings.

    IV. Evaluation of Proposals
  •  

    A. Mandatory Contractual Provisions

  • The University will conduct an initial screening of the proposals. Firms are cautioned that failure to follow the requested format for responses or to provide the information required may lead to elimination.

    Proposal responses meeting the requirements defined above will be reviewed by the University to determine if all mandatory contractual provisions have been met by the firm. Proposals that fail to demonstrate adequately the ability of the firm to meet the mandatory contractual provisions will be eliminated. The mandatory contractual provisions are detailed in Attachment 1: Mandatory Contractual Provisions.

    B. Basis of Selection

    Proposals meeting the mandatory contractual provisions will be evaluated by the University based upon how well the response meets the basic needs of the University.

    Implementation firms will be evaluated in greater detail after a software firm has been selected so that the implementation firms may be evaluated on their ability to implement the selected software firm’s applications. The University will evaluate proposals and, if a firm is to be selected, select the firm based on:

    1. The firm's long-term strategic plan for application development, proposed approach to meet the University's needs, and ability to work with the University over an extended period, as outlined in Attachment 2: Relationship Requirements;
    2. Software firm's planned approach and demonstrated ability to provide the University with integrated administrative systems software to achieve the objectives and needs outlined in Section III: Scope of Goods and Services, Attachment 3: Strategic Direction Statements, and Attachment 4: Software Requirements.
    3. Implementation firm's planned approach and demonstrated ability to provide the University with implementation services to achieve the objectives and needs outlined in Section III: Scope of Goods and Services, Attachment 3: Strategic Directions Statements, and Attachment 5: Implementation Services Requirements.
    4. The firm's planned approach and demonstrated ability to meet the educational and training needs of the University outlined in Section III: Scope of Goods and Services and Attachment 6: Educational and Training Requirements;
    5. The firm's planned approach and demonstrated ability to meet the technological requirements identified in Attachment 7: Technical Requirements;
    6. The firm's response to the University’s preferred contractual terms which would govern the relationship between the University and the Selected Firm, as outlined in Attachment 8: Preferred Contractual Provisions;
    7. The firm's financial proposal including, but not limited to, discounts, service charges and other charges, as outlined in Attachment 9: Price Proposal;
    8. The quality of the proposal, specifically, responsiveness to requirements, adequacy of information and the appropriate use of tables, graphics, and bulleted lists to insure clear and concise information delivery; and
    9. Any other factors relevant to the firm's capacity and willingness to satisfy the University.

    V. Contents of the Proposal

    Proposals must include the information outlined in this section. The firm’s response must contain a separate section for each of the outlined items; the sections must be in the order outlined below; and each of the sections must be preceded by a visible divider tab. Each section must contain answers to the questions in the corresponding Attachments. The response to each question must be clearly identified by its corresponding RFP item number. Where references are requested, list the name of the institution and the reference with the firm's response, and be sure to list all of the following: name, title, telephone, institution, and department or college.

    Firms are encouraged to submit creative proposals which provide the University with multiple options. Please refer to Section I of this RFP for instructions on responding with more than one proposal.

    All firms should respond to all sections of the RFP not otherwise designated as applicable only to software firms or only to implementation firms. Where sections define questions or requirements specific to a software firm, only the software firm should respond. Where sections define questions or requirements specific to implementation firms, only the implementation firms should respond. Firms proposing to provide both software and implementation services must answer all questions posed within the body and attachments of the RFP.

    Firms are strongly encouraged to use tables, graphics, and bulleted lists, where appropriate, in their responses. Lengthy, narrative responses should be kept to a minimum. Clarity and conciseness of information will be considered when evaluating proposals.

    Firms should organize their proposals using the following outline:

    1. Cover Letter and Signature Page
    2. Response to Mandatory Contractual Provisions
    3. Response to Relationship Requirements
    4. Response to Software Requirements
    5. Response to Implementation Services Requirements
    6. Response to Educational and Training Requirements
    7. Response to Technical Requirements
    8. Response to Preferred Contractual Provisions
    9. Pricing Proposal
    10. Financial Statements
    11. Customer Lists and References
    12. Additional Technical Documentation
    13. Site Visits
    14. Contract Administration

     A brief description of the major sections follows.

     A. Cover Letter and Signature Page

    A cover letter must be bound into the proposal and must include the signature of an authoritative representative of the firm. Each firm must indicate the party responsible for developing its RFP response and primary contact during the initial phases of this evaluation.

     B. Response to Mandatory Contractual Provisions

    Each firm must certify it meets the qualifications set forth in Attachment 1: Mandatory Contractual Provisions.

     C. Response to Relationship Requirements

    This section provides an opportunity for the proposing firms to respond to the University's vision of a business relationship. The firms should communicate a clear approach and demonstrate an ability to devise creative strategies for ensuring the success of the University’s strategic initiatives. The firms must clearly and succinctly describe how they will meet such goals. In addition to evaluating each firm’s approach and ability to meet requirements, the University will also evaluate each firm’s understanding and apparent ability to work compatibly in the University’s environment. In Attachment 2: Relationship Requirements, the University has provided questions to be answered by the proposing firms.

    D. Response to Software Requirements

    In this section software firms should describe the software products they are proposing to the University based on requirements detailed in Attachment 4: Software Requirements. Firms should respond to specific questions listed in this attachment and clearly communicate how their offerings will help the University address its administrative service goals, which are articulated in Attachment 3: Strategic Direction Statements and summarized in Section II.B: Strategic Directions for Administrative Services. This section should be left blank by implementation firms, unless the proposal is a jointly prepared proposal with a software firm.

     E. Response to Implementation Services Requirements

    In this section implementation firms, and software firms that are also proposing implementation services, should describe the implementation services they are offering to the University based on requirements detailed in Attachment 5: Implementation Services Requirements. Firms should respond to specific questions listed in this attachment and clearly communicate how their offerings will help the University address its administrative service goals, which are articulated in Attachment 3: Strategic Direction Statements and summarized in Section II.B: Strategic Directions for Administrative Services. This section should be left blank by software firms, unless they are proposing their own implementation services or the proposal is a jointly prepared proposal with an implementation firm. 

  • F. Response to Educational and Training Requirements
  • In this section firms should provide information about their capacity to address the University's educational and training needs described in Attachment 6: Educational and Training Requirements. Firms should respond to specific questions listed in this attachment.

  • G. Response to Technical Requirements
  • The information firms provide in this section will assist the University in evaluating the current and strategic technical viability of the proposed software and/or implementation solution. Attachment 7: Technical Requirements requests software firms to answer questions concerning the technical architecture of their products and their long-term technology strategy and requests implementation firms to answer questions on implementation issues such as infrastructure preparation, application customization, application interfaces, and data conversions.

     H. Response to Preferred Contractual Provisions

    Please provide the following items as part of this section:

    1. Provide the University with any form or agreement the University may be requested to sign.
    2. State the firm's acceptance, with any proposed modifications, of the statements provided in Attachment 8: Preferred Contractual Provisions.

      I. Pricing Proposal

    In this section, firms should provide information that will assist the University in evaluating and comparing the costs of alternative solutions. The format of the cost proposal and specific information that must be provided are described in Attachment 9: Price Proposal.

  • J. Financial Statements
  • In this section, firms should provide a copy of their most recent audited annual financial statements including the auditor's notes and/or opinions on these statements. 

     K. Customer Lists and References

    In this section, firms should provide a complete list of higher education customers and must provide references for up to six higher education institutions, preferably large research universities, using the proposed software or implementation services. The contact name, title, and telephone number at each referenced institution must be provided, along with the software and implementation services being used. The University may contact and/or visit any of these reference institutions.

    Specifically, software firms should provide references who have recently purchased and installed one or more major (financial, human resources, student) components of the firm's applications. The University's strong preference is for references who have not only installed one or more components, but have also committed to implementing all three components.

    Implementation firms should provide references from higher education institutions that can attest to the ability of the firm to implement integrated administrative software in a complex research institution comparable to the University of Virginia. The University will be asking references about capabilities in areas such as:

    • staying within project budget and schedule;
    • making organizational changes that produce effectiveness and efficiency;
    • reengineering processes that produce effectiveness and efficiency;
    • resolving critical resource and project management issues;
    • setting and maintaining proper expectations;
    • performing Chart of Accounts redesign;
    • correcting technical client/server problems;
    • meeting critical training needs;
    • creating ownership of the project and systems among users;
    • achieving user acceptance of changing roles and responsibilities;
    • facilitating cultural change in the institution; and
    • working in cross-functional teams with an emphasis on decision making by consensus.
      L. Additional Technical Documentation.

    In this section, software firms should provide white papers or other written materials concerning the technical architecture of their current products and the firm's future technical direction. Additionally, software and implementation firms are asked to provide any other information that the University should consider in evaluating the firm's proposal.

    M. Site Visits.

    It may be necessary or desirable for the University's evaluation team of less than ten people to travel to a site chosen jointly by the firm and the University to view its operation. Each firm will indicate whether it will reimburse the University for the reasonable and actual expenses (travel, lodging, meals, etc.) incurred by the University for its travel.

    N. Contract Administrator

    In this section, the firm must identify an individual to serve as a point of contact for day-to-day operations. It is not expected that this person would be authorized to approve amendments to the Agreement or to approve price changes.

    VI. Information about this RFP

    A. Procurement Schedule

    The following is a brief schedule for this procurement, specifying important dates and milestones. Prospective software and implementation firms should ensure all critical personnel (e.g., account managers, functional specialists, etc.) are available during the dates listed to complete responses to the RFP.

    Major events and activities of the procurement process include the following:

     

    Date & Time

    Event

    April 16, 1998 9:00 A.M. - noon

    1:00 P.M. - 4:00 P.M.

    Pre-proposal Conference

    May 6, 1998 3:00 P.M.

    Formal proposals due from firms

    July and August

    Oral Presentations by invitation only

    September

    Negotiations

    The University will evaluate proposals and determine preliminary proposal rankings. Two or more potential software firms will be asked to make functional demonstrations and technical presentations tentatively scheduled during the months of July and August, at a time and place to be scheduled by the Issuing Office. The detailed demonstrations, which will be based on scripts developed by the University, and presentations are anticipated to last up to four (4) business days for each software firm invited by the University. These demonstrations and presentations will be delivered to a large cross section of faculty, staff, administrators, and top executives throughout the University. Each firm should be prepared to discuss and substantiate any of the areas of the proposal it submitted, its own qualifications for the services required and any other area of interest relative to its proposal.

    Two or more potential implementation firms will be asked to make presentations during the month of August. Negotiations with two or more firms will be conducted by the University in September. These dates are subject to change; however the University is committed to providing as much lead time as possible to firms requested to make presentations, to allow time for preparation and so that firms can ensure that critical personnel are available during these periods.

    B. Issuance of RFP and Questions

    The Issuing Office for this RFP is:

    Eric Denby

    Phone: (804) 924-4019

    Purchasing Department

    FAX Number: (804) 982-2690

    University of Virginia

     

    1001 North Emmet Street

    TDD Number: (804) 982-4327

    P.O. Box 9008

    E-mail: end@virginia.edu

    Charlottesville, Virginia 22906

     

    Any questions concerning this RFP will be directed to Eric Denby, Director of Purchasing at (804) 924-4019, or Gary Nimax, Assistant Director of Purchasing at (804) 924-4220, and not to any other person at the University. The University will determine whether any addenda should be issued as a result of any question or other matters raised.

    C. Pre-proposal Conference

    A conference for firms receiving this RFP will be held April 16, 1998, 9:00 A.M. - 4:00 P.M. in Newcomb Hall, Cavalier Room (University map enclosed). Parking is available in the parking garage located behind Newcomb Hall. Attendance at this conference is strongly advised if the firm wishes to raise any questions about this RFP. The University intends to present general information, which may be helpful in the preparation of proposals and to offer firms the opportunity to ask questions concerning this RFP.

    The University anticipates that the pre-proposal conference will last from 9:00 A.M. until 4:00 P.M. There will be a one-hour break from noon to 1:00 P.M. Lunch will not be provided as part of the pre-proposal conference, but Newcomb Hall contains several locations at which lunch may be purchased.

    In recognition of the inherent interdependencies between the issues, concerns, and questions regarding the applications software and implementation services, the agenda for the pre-proposal conference will prescribe a comprehensive and methodical review of the RFP contents. Consequently, all firms are encouraged to attend the entire pre-proposal conference to better understand the University’s intent.

    Firms planning to attend the Pre-proposal Conference should notify Becky Sims, (804) 924-1346, (sims@virginia.edu) no later than 3:00 p.m. EST on April 10, 1998 of the names and titles of the individuals that will attend.

    D. Proposal Deadline and Number of Copies

    Sixteen bound copies of proposals must be sent to the Issuing Office, to the attention of Eric Denby, at the address listed in Section VI.B: Issuance of RFP and Questions. Firms must also include an electronic copy of the proposal on 3.5" diskette, excluding any pre-printed materials such as financial statements. The electronic copy should be formatted as a Microsoft Word 6.0 document. All proposals must be received at the Issuing Office by 3:00 P.M. May 6, 1998.

    E. Communications between the University and the Firms Regarding This Request for Proposal, the Firms' Proposals and this Procurement Transaction

    1. Informal Communications

    From the date of receipt of this Request for Proposal by each Firm until a binding contractual agreement exists with the Selected Firm(s) and all other Firms have been notified, or when the University rejects all proposals, informal communications regarding this procurement will cease. Informal communications will include but not be limited to:

    1. Requests from the Firms to any departments at the University with the exception of Purchasing and Materials Services (see Section VI.B: Issuance of RFP and Questions) for information, comments, speculation, etc.; and
    2. Requests to the Firm from any departments at the University, or any employee of the University, with the exception of the Purchasing Department for information, comments, speculation, etc.
      1.  2. Formal Communications

    From the date of receipt of this Request for Proposal by each Firm until a binding contractual agreement exists with the Selected Firm(s) and all other Firms have been notified, or when the University rejects all proposals, all communications between the University and the Firms will be formal, or as provided for in this Request for Proposal, or as requested by Purchasing. Formal communications will include but not be limited to:

    1. Pre-Proposal Conference;
    2. Oral presentations;
    3. Site visits, etc.
      3. Failure to Adhere to Communication Provisions

    ANY FAILURE TO ADHERE TO THE PROVISIONS SET FORTH IN (E.1.1) AND (E.1.2) ABOVE MAY RESULT IN THE REJECTION OF THE FIRM'S PROPOSAL OR CANCELLATION OF THIS REQUEST FOR PROPOSAL.

    F. Formation of the Agreement with the Selected Firm

    The University will conduct negotiations with two or more firms based on the evaluation criteria described in this RFP. After negotiations have been conducted, the University will make a preliminary selection of the firms with which it will work, and will form an Agreement which will govern the initial planning phase. As described in Section III: Scope of Goods and Services, this Agreement entered into between the University and each of the Selected Firms will be amended as needed for each of the subsequent project phases, conditional upon the University’s satisfaction with the initial planning phase.

    If the University determines in writing and in its sole discretion that only one software and one implementation firm is fully qualified, or that these firms are clearly more highly qualified than the others under consideration, it may decide to negotiate and award an agreement to those firms.

    Firms should also note that, as described below, certain matters will automatically be deemed part of the proposal.

    1. Contractual Provisions Deemed Included in the Proposal

    The University will consider each proposal to include not only the matters expressly stated in the proposal as requested in Section V: Contents of the Proposal, but also other provisions which consist of two different types: those which are "mandatory" and cannot be changed by a firm in its proposal; and those which are "preferred" by the University, but which a firm may wish to alter by expressly and specifically so stating in its proposal.

    The University includes mandatory provisions so that all proposals will be governed by the same contractual terms. The University encourages any firm which feels that a mandatory contractual provision is unreasonable to contact the University before proposals are due so the University can consider amending the provision. The University includes preferred provisions so that any difference between the firm and the University's preferred contractual provisions can be considered during the University's evaluation of proposals.

    2. Mandatory Contractual Provisions

    Each proposal received by the University in response to this RFP will automatically be deemed to include the firm's agreement to the provisions of (a) and (b) below. Although such provisions will govern the firm's proposals as submitted, the University and one or more firms may later mutually agree to amend such provisions, such as when additional time is needed to consider proposals, or when contractual negotiations or performance indicate that such amendments are appropriate.

    1. The proposal constitutes an offer by the firm which will remain open and irrevocable for a period of 180 days from the deadline for submitting proposals as stated in Section VI.D: Proposal Deadline and Number of Copies.
    2. If selected by the University, the provisions governing the firm's performance will include all the provisions of Attachment 1: Mandatory Contractual Provisions.
      3. Preferred Contractual Provisions

    Unless a firm expressly and specifically provides otherwise in its written proposal, the proposal received by the University in response to this RFP will automatically be deemed to include the firm's agreement to these provisions:

    1. The firm consents to the University contacting and obtaining any information relevant to this RFP from the references and others identified by the firm in its proposal, as well as from any other persons, firms, or organizations which the University wishes to contact; and
    2. If selected by the University, the provisions governing the firm's performance will include all the provisions in Attachment 8: Preferred Contractual Provisions.
      1.  4. Virginia Freedom of Information Act

    Except as provided below, all proposals and related information submitted by firms in response to this RFP will be open to the inspection of any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by firms as part of its proposal will not be subject to public disclosure under the Virginia Freedom of Information Act; however, the firm must invoke the protections of this section prior to or upon submission of its proposal, and must identify the specific data or other materials to be protected and state the reasons why protection is necessary. Firms may not request that its entire proposal be treated as proprietary information.

    G. Rejection of Proposals

    The University reserves the right to reject any or all proposals received. Non-acceptance of a firm's proposal will mean that one or more proposals were deemed more advantageous to the University or that all proposals were rejected. Firms submitting proposals that are not accepted will be notified after a binding contractual agreement between the University and the Selected Firm(s) exists, or when the University rejects all proposals.

    H. Incorporation of RFP Proposal

    The Agreement governing the initial planning phase and all subsequent phases will be deemed to incorporate this RFP, the proposal submitted in response, and all negotiations concerning these.

     

    Attachment 1: Mandatory Contractual Provisions

    A. Nondiscrimination.

    During the performance of this Agreement, the Selected Firm(s) will comply with the contract provisions contained in Section 11-51 (1) & (2) of the Code of Virginia or any successor provisions which may be applicable to this Agreement.

    B. Conflict of Interests.

    The Selected Firm(s) represents to the University that its entering into this Agreement with the University does not entail any violation of the Virginia State and Local Government Conflict of Interests Act.

    C. Assignment.

    Neither party to this Agreement will have the right to assign this Agreement, in whole or in part, without the prior written consent of the other.

    D. Amendments.

    No amendment of this Agreement will be effective unless it is reduced to writing and executed by the University's Chief Contracting Officer and by the individual signing the Selected Firm's proposal or by other individuals named by either party as specified in Attachment 1: Mandatory Contractual Provisions. If the Selected Firm(s) deviates from the terms of this Agreement without a written amendment, it does so at its own risk.

    E. Notices.

    All notices will be given in writing and deemed given when delivered to, or deposited in the U.S. Postal Service mail, certified mail return receipt requested, and addressed to the other party as shown below.

    If to the University:

  • Dolly Prenzel
    Chief Contracting Officer
    Carruthers Hall
    University of Virginia
    1001 North Emmet Street
    P.O. Box 9008
    Charlottesville, Virginia 22906

      

  • If to the Selected Firm:

    The person signing the Selected Firm's proposal in response to the University's RFP, at the Selected Firm's address indicated in such proposal; or to such other person or address as either may designate for itself in writing and provide to the other.

    F. Independent Contractor.

    The Selected Firm(s) will not be an employee of the University, but is an independent contractor. The Selected Firm(s) will indemnify and hold harmless the Commonwealth of Virginia, the University, and the employees and agents of each with respect to all withholding, Social Security, unemployment compensation and all other taxes or amounts of any kind relating to employment of the persons providing services to the University with respect to this Agreement. Nothing in this Agreement will be construed as authority for the Selected Firm(s) to make commitments that will bind the University, or to otherwise act on behalf of the University, except as the University may expressly authorize in writing.

    G. Worker's Compensation and Employers Liability.

    The Selected Firm(s) will comply with all federal regulations pertaining to Worker's Compensation Requirements for insured or self-insured programs.

    H. Drug-Free Workplace.

    The Selected Firm, its agents and employees are prohibited, under the terms of this Agreement and the Commonwealth of Virginia, Department of Personnel and Training Policy Number 1.02 executed by Governor Lawrence Douglas Wilder on July 1, 1991, from manufacturing, distributing, dispensing, possessing, or using any unlawful or unauthorized drugs or alcohol while on University property.

     

    Attachment 2: Relationship Requirements

    This section provides an opportunity for the proposing firms to respond to the University's vision of a business relationship. The firms should communicate a clear approach and demonstrate an ability to devise creative strategies for ensuring the success of the University’s strategic initiatives. The firms must clearly and succinctly describe how they will meet such goals. In addition to evaluating each firm’s approach and ability to meet requirements, the University will also evaluate each firm’s understanding and apparent ability to work compatibly in the University’s environment. In Attachment 2: Relationship Requirements, the University has provided questions to be answered by the proposing firms.

    A. Relationship Vision

    The University seeks to create working relationships with the Selected Firms that will propel the University toward attainment of its goals to successfully implement the procedural, organizational, and systems changes defined in this RFP. While the procurement of specific goods and services outlined in this RFP will form the basis for the University's contractual relationships with Selected Firms, and while the University does not seek or intend to form a joint venture or partnership, the University encourages firms to be creative in identifying potential points of interaction that could expand and strengthen this relationship. For example, the University may consider assisting a Selected Firm with development of certain required software in consideration for better pricing from the Selected Firm on existing software. Firms should identify in their proposals the perceived incentives of doing business with the University in the manner set forth in this RFP and also in ways that are not explicitly stated.

    In support of its strategic directions and in an effort to maintain the highest quality services for its stakeholders (e.g., faculty, staff, and students), the University seeks to work with experienced firms who will provide:

    1. Software, training, and support that facilitates the University's administrative activities;
    2. Process and organizational reengineering expertise that has produced stellar results in other institutions of higher education; and
    3. Implementation experience and capabilities that will result in the effective implementation of the administrative software.

    The University will evaluate each firm's experience and approach to achieving definable operational improvements, as well as each firm's approach to the relationship, in order to select the firms most closely aligned with the University’s objectives. Elements of the envisioned relationships include:

    1. Developing beneficial goals based upon the strengths and capabilities of each party;
    2. Capacity and commitment to deliver the right resources and technologies to support the University in maintaining leading-edge capabilities to the satisfaction of all key stakeholders;
    3. Experience in managing multi-year relationships;
    4. Capability and commitment of the parties to be flexible in addressing issues and concerns and in anticipating a changing environment;
    5. Sustained enhancements to products and services, appropriate to higher education, to ensure long-term viability of these products and services;
    6. Ability of each party to contribute unique attributes and strengths to the relationships; and
    7. A willingness to develop an organizational and administrative framework to manage the relationships and to address issues and opportunities that may arise.

    The following expectations will define the success of these process changes, organizational changes, and systems changes:

    1. Implementing systems that meet or exceed the needs of the University, as determined by the University;
    2. Allowing users to reduce significantly the need to collect and maintain redundant data in shadow systems;
    3. Being on time and within budget;
    4. Creating an environment in which users are satisfied and feel they have a stake in the process, organizational and systems changes;
    5. Providing proper training and communication so that users are prepared to use the new the systems when they are implemented;
    6. Developing efficient and effective business processes that support the strategic directions of the University; and
    7. Creating an environment of trust, information sharing, and the expectation of success.

     

    B. General Information

    Please provide responses to the following questions:

    1. Contrast the firm's view of a business relationship with the University of Virginia with the University’s vision provided above. The firm's response should be explicit.
    2. Describe how the firm works with an institution to provide successful solutions. How does the firm propose to work with the University of Virginia? Does the firm have relationships with other institutions of higher education? If so, please describe the nature of each one. Highlight any unique aspects of the firm's relationship proposal to the University relative to these existing relationships.
    3. How will the firm assist the University in developing a realistic and timely installation process and plan?
    4. What distinguishes the firm from its competitors?
    5. Provide a brief history of the firm and the products and services it provides. Indicate if the firm has a separate Higher Education sector. If so, how long has this Higher Education sector been in existence? Is the Higher Education sector a separate business? If so, explain the benefit of this structure to the firm's customers.
    6. What is the mission statement of the firm? How successful is the firm at performing this mission? How does the firm measure this success? If the firm has a Higher Education sector or business, include its mission statement in this response and describe the successful performance and measurement of it as well.
    7. How does the firm identify best practices and how are they incorporated into its products and services? Please identify a few of the firm’s best practices in Finance, Human Resources, and Student applications.
    8. What business relationships does the firm have with other technology companies? How do these relationships expedite the resolution of difficult multi-firm problems? Please provide examples of how these have been resolved. For example, if an application were not working correctly and components of that application were acquired from different vendors, how would the firm coordinate a resolution to this problem? How do these relationships affect the direction of the firm’s technical offerings?
    9. How does the firm keep its employees current on a) technology and b) emerging higher education trends? Please quantify the firm’s answer or indicate the percentage of employee’s time spent on this activity.
    10. What is the firm’s policy and record of accomplishment concerning the continuity of staff assignments to accounts?

     C. Software Firm Information

    1. What does the firm do, beyond just a pure provision of software, that assures the success of the firm’s client's implementations?
    2. Describe the processes and structures used to enhance the firm's products and services, including, but not limited to, user groups, development alliances, and consortia.
    3. With which implementation firms has the firm worked before? Please indicate and explain any preferences the firm has towards particular implementation firms. Also indicate those implementation firms that were involved in implementations with the firm at research universities.

    D. Implementation Firm Information

    1. Describe how methodologies utilized by the firm will be sustained and updated by the University of Virginia’s staff once the implementation engagement is completed.
    2. How would the firm manage an implementation process to set proper expectations throughout the process and help University personnel embrace the project?
    3. What products and services is the firm developing or planning to develop for the higher education market?

     

    Attachment 3: Strategic Direction Statements

    As part of the Integrated Systems Procurement project, three task forces (i.e. Finance, Human Resources and Student Services) met to discuss future directions for systems and processes at the University. These groups developed Strategic Direction Statements to capture their vision of what and how services will be provided to constituencies and how work will be performed in the future. The University’s primary goal for this project is to successfully implement as many of the features and requirements contained in the Strategic Direction Statements as possible.

    As stipulated in Section V. Contents of Proposal, firms should communicate how its proposed software and/or implementation services will result in the implementation of new administrative processes and systems that will move the University toward realization of the vision articulated in the Strategic Direction Statements.

    The Strategic Direction Statements are comprehensive in character and their 100-page length reflects the inherent complexity of these administrative areas. To reduce the printing and mailing costs associated with distribution of this RFP, the Strategic Direction Statements have not been embedded within the RFP. Instead, they have been published on the World Wide Web for the firm’s viewing and downloading through the Internet. A Web site has been established for this purpose at the following URL:

    http://minerva.acc.virginia.edu/~iscat/sds.html

    Should any firm require a hard copy of these Strategic Direction Statements, they may receive one by contacting Becky Sims at (804) 924-1346.

    Attachment 4: Software Requirements

    This attachment provides information about the software needs of the University and lists questions to which software firms must respond. Implementation firms should not respond to requirements in this attachment. Software firms should describe the software products they are proposing and clearly communicate how their offerings will help the University address its administrative service goals, which are articulated in Attachment 3: Strategic Direction Statements and summarized in Section II.B: Strategic Directions for Administrative Services.

    The University will require a wide-ranging set of full-featured software products to meet its administrative service goals. It will need many new applications falling under the general headings of Financial, Human Resources, and Student services. The University will also require new tools to satisfy diverse reporting needs, address application customization and development needs, and ease the burden of ongoing production support of these applications and tools. These needs are further described below. Please respond to questions following each section.

    A. Administrative Applications

    The University has considerable interest in acquiring and implementing applications related to the following administrative areas:

    Financial
    Student
    Human Resources
    • General Ledger
    • Budgeting
    • Financial Reporting
    • Accounts Receivable
    • Student Accounts Receivable
    • Purchasing
    • Accounts Payable
    • Asset Management
    • Inventory Management
    • Grants Management (pre and post award)
    • Project Accounting
    • Endowment Accounting
    • Cash Management
    • Departmental Financial Management
    • All Treasury Functions

     

    • Recruitment and Admission
    • Student Records
    • Degree Audit
    • Academic Advisement
    • Student Financials
    • Financial Aid
    • Campus Activities
    • Event Scheduling
    • Student Life Services
    • Alumni Relations
    • Student Enrollment and Registration

     

    • Classification
    • Job Posting
    • Benefits Administration
    • Payroll
    • Deductions
    • Time Tracking and Leave Reporting
    • Student Work Study
    • Tenure / Compensation Management
    • Non-Resident Aliens
    • Human Resource Management
    • Training and Career Development
    • Affirmative Action / Diversity
    • Grievances and Disciplinary Actions
    • Employee Safety
    • Applicant Tracking
    • Retiree Tracking
    • Federal Reporting
     

    These are general categories of capabilities/functions the University is interested in acquiring. These categories may be defined differently by each software firm. Firms are encouraged to propose all modules and components that will assist the University in meeting its strategic directions for administrative improvement contained in Attachment 3: Strategic Direction Statements. [Please note: patient care applications are NOT included in the scope of this RFP.]

    1. Which of the above application software products are currently offered by the firm?
    2. What additional products is the firm developing or planning to develop for the Higher Education sector and what are their expected release dates.

    B. Reporting Tools

    The University is interested in applications to address diverse reporting needs in the following basic categories:

    • Queries and Ad Hoc Reporting
    • Modeling (e.g. Budget, Position Control, Benefits)
    • Basic On-line Analytical Processing (OLAP) Decision Support
    • Departmental Data Marts
    • Enterprise Data Warehouses
    • Executive Information Systems

    These are only broad categories of reporting capabilities the University may be interested in procuring. These capabilities may be defined differently by each software firm. Firms are encouraged to propose all modules and components that will assist the University in meeting its strategic directions for administrative improvement and better access to meaningful information.

    1. Which of the above reporting tools are currently offered by the firm.
    2. What additional reporting tools is the firm developing or planning to develop and what are their expected release dates.

    C. Application Development Tools

    The University is interested in development tools to address application customization and development needs. These tools may be defined in the following categories:

    • Common tools for modifying and maintaining screens, reports, data files, menus, business rules and processes across all applications without hindering installation of future upgrades
    • Rapid Prototyping
    • Database Design
    • Three Tier Code Generation (including web applications)
    • Development tools to write applications not related to the software firm’s administrative application suite

    These are only broad categories of tools the University may be interested in procuring. Firms are encouraged to propose all tools it believes will assist the University in meeting its strategic directions for administrative improvement.

    1. Which of the above application development tools are currently offered by the firm.
    2. What additional application development tools is the firm developing or planning to develop and what are their expected release dates.

    D. Other Tools and Technologies

    The University is interested in other tools and technologies that support the automation of otherwise manual and low-level tasks and, thereby, enhance its ability to manage business more efficiently or to provide better services. Some examples are:

    • Integration with commercial imaging systems
    • Integration with commercial e-mail systems
    • Web-based technologies
    • Electronic workflow for process automation, approvals and notifications
    • Security and authentication tools and technologies
    • Bi-directional automatic data import and export between the firm’s software and third-party applications
    • Electronic commerce capabilities such as full integration with a vendor’s systems or databases or integrated tuition payment capabilities via the Web
    • Transaction monitor and system management tools integrated with the firm’s software applications
    • Field sensitive help applications that the University can tailor to its needs
    • Help desk applications linked to the firm’s customer service database, giving the University current information regarding problems and fixes

    These are only a few possible tools and technology areas that would be of benefit to the University. The University encourages firms to propose all integrated tools and technologies that the firm believes would assist the University in meeting its strategic directions for administrative improvement.

    1. Which of the above tools and technologies are currently offered by the firm.
    2. What additional tools and technologies is the firm developing or planning to develop and what are their expected release dates.
    Attachment 5: Implementation Services Requirements

    This attachment provides information about the implementation services needs of the University and lists questions to which implementation services firms, or software firms who also offer implementation services, must respond.

    The University is particularly interested in identifying an implementation firm with demonstrated ability to:

    • Understand key processes in higher education administration and provide expert guidance on the reengineering of these processes;
    • Understand the modules and applications provided by the software firm and understand and have experience solving the issues that arise implementing the software firm’s administrative systems in a higher education research institution;
    • Effectively mentor and provide knowledge transfer on the specific administrative applications and implementation techniques;
    • Implement process and organizational change with minimal stress and negative impact on the institution, its employees and its students;
    • Competently and quickly identify and solve the technical issues that arise in a complex client-server environment and provide adequate guidance to minimize implementation and operational risks;
    • Provide project management experience capable of meeting schedule and budget objectives and facilitating the proper level of project controls, communication strategies and change management/facilitation activities to ensure project success; and
    • Integrate their methods and philosophies with those of the University and develop relationships that match the culture of the institution.

    Each organization and each industry develops methods and philosophies for conducting business. The University of Virginia seeks an implementation firm that is both an experienced provider of these types of services, as well as one that can develop project plans, communication strategies, project controls and, in general, conduct business in a manner that is consistent with and complimentary to the University’s modus operandi.

    Procurement of the following services is being considered to supplement the knowledge and skills of University staff.

    • Project Management
    • Process Reengineering
    • Chart of Accounts Redesign
    • Organizational Restructuring
    • Application Implementation
    • Infrastructure Development
    • IT Organizational Strategy
    • Outsourcing of Legacy Maintenance
    • Data Warehouse Design and Implementation
    • Electronic Forms and Automated Workflow Design and Implementation
    • Change Management/Facilitation

    The University will work jointly with the Selected Implementation Firm, and to a possibly lesser extent the Selected Software Firm, to ascertain the scope of and to estimate at a high level the entire reengineering and software replacement project and to develop more specific plans for the first project phase. This planning effort is expected to include these work steps:

    The initial planning phase is envisioned as an eight to twelve week planning effort that will produce the following deliverables and will be input into an overall project budget:

    • Project plan
    • Resource plan
    • Redesign priorities
    • Project budget
    • System Acceptance Plan and System Acceptance Criteria

    The following sections describe the services under consideration at this time. For each service, please provide the following information:

    1. Does the firm provide this service?
    2. Describe the methodologies the firm will use in providing these services.
    1. A. Project Management

    The University will require the firm to provide a full-time project manager, reporting to the University's project director, to assist the project director in:

    The University strongly desires the implementation firm to have experience in process reengineering within a higher education research university. This experience includes high-level assessments to determine the most critical processes as well as those processes with the greatest number of deficiencies. The firm should provide documented best practices for each major process identified and be able to advise the University on reengineering processes that are efficient and effective and take advantage of advances provided by the administrative software. The firm should be able to develop an implementation strategy and assess the impact the new process will have on the current operation. The firm should also be able to define new measurements and benchmarks that can be used to monitor process performance and continuous process improvement activities. The firm will be expected to work cooperatively with the University’s existing Process Simplification organization.

    C. Chart of Accounts Redesign

    The University will require assistance assessing the chart of accounts, determining the need for redesign, and if necessary, providing the necessary redesign experience to the University. The implementation firm must be able to advise the University:

    • on approaches for standardizing object codes;
    • in determining which account elements should be included in the General Ledger to support management and statutory reporting while minimizing the usage of the general ledger as a sub-ledger;
    • on the proper placement of additional information elements in sub-ledgers and the data warehouse to support the University’s reporting and inquiry requirements;
    • on chart of accounts designs used by other universities; and
    • on how reorganization of the general ledger can meet the changing, increasingly complex, reporting demands in the University’s operating units.

    A major goal of the University's implementation project is to improve the efficiency and effectiveness of administrative processes to the point that end users and their departments see direct and tangible benefits. In order for these direct and tangible benefits to occur, the University expects the implementation and software firms to develop meaningful activities that will facilitate the occurrence of tangible change. The following types of services are required to support this effort.

    1. Restructuring Activities. The University will require experience from the implementation firm in restructuring organizations within the University to support new processes and best operational and governance practices identified across various industries. The Firm’s experience should include developing communication programs for promoting the changes among various stakeholders and organizations within the University and building consensus around those changes.
  • 2. User Benefit Assessment Program. The University will require help developing end-user programs that will assist academic department and school managers in identifying and harvesting the improvements and efficiencies within their units which result from the implementation of new systems. The Firm’s experience should include resolving issues and creating solutions that arise from these process and structural changes.

    3. Progress Assessment Programs. The implementation firm should provide experience and methodologies for assessing the impact of change on the organization and determining what level of progress has been achieved against the change plan. These assessment programs may include tools and metrics for rapid assessment of the change progress.

    E. Application Implementation

  • As part of any implementation, many activities requiring specialized skills are needed to complete the project successfully. Following are the services and skills the University believes are necessary to achieve successful implementation:

    1. Application Interfaces. Interfaces will need to be developed to/from the new administrative software package and legacy systems, entities at the State and Federal levels, external vendors such as banking and insurance companies, University Medical Center applications, and applications within departments and schools of the University.
  • 2. Application Expertise. The University expects the Selected Firm and the personnel proposed for the project to demonstrate the ability to implement the software, tools and technologies associated with the specific software firm’s applications.

    3. Facilitation. Although the University currently has a pool of trained facilitators to help team leaders plan and conduct meetings, and ensure effective team dynamics, the Selected Firm should be able to supplement this pool of facilitators as needed.

    4. Software Installation and Performance Tuning. The University expects the Selected Firm to provide additional staff to assist with the installation of new software packages and the associated tasks of fine-tuning performance.

    5. Software Tailoring to Address Essential Unmet Requirements. The Selected Firm should have experience performing a gap analysis between essential functional requirements and the capabilities of the chosen software package, and then tailoring the software to meet unmet needs.

    6. Standards for Maintaining Integration. To ensure the integrated nature of the chosen software package is not compromised as the product is enhanced to address unmet functional needs, the University intends to develop standards for software tailoring and for new software developed as add-ons to the base product. Assistance in developing these standards is needed.

    7. Standards for User Interfaces. Because replacement of all legacy systems will extend over a multi-year time frame, the University has and will continue to undertake certain initiatives to extend the useful life of these systems. One such initiative is to add Web front-ends. Standards need to be put in place to ensure that user interfaces for Web-front-ended legacy applications are consistent with the new applications. Assistance in developing these standards is needed.

    8. Standards for Software Quality Control Standards and Processes. Given the planned distribution of responsibility for software changes, new quality control standards and processes must be developed. Assistance in developing these standards is needed.

    9. Database Administration. It is anticipated that incremental technical staff, well trained in the database management system on which the new administrative software package operates, will be needed to help perform database administration functions during implementation.

    F. Infrastructure Development

  • The Selected Firm should be prepared to provide the following services related to assessment, planning, design, and implementation of enhancements to the University's technical infrastructure required to support the new administrative systems across the institution. Areas of expertise that may be required are described in the following sections.

    1. Technical Environment Readiness Assessment. A gap analysis of the University's technical infrastructure and operational and support tools and processes is needed to ensure that the necessary technical environment exists to successfully maintain the new enterprise-wide administrative software. The assessment may include such areas as: hardware platforms, network capacity, software change management, disaster recovery, security, network management, storage management, output management, etc.
  • 2. Technical Environment Design. Once the assessment is complete, the Selected Firm may be asked to facilitate the proper architectural design of the IT infrastructure required to support the new systems and the specific distributed requirements of the University.

    3. Infrastructure Planning. The Selected Firm may be requested to develop a project plan for implementing the required technical infrastructure and to coordinate this plan with the application implementation plan to assure that the necessary infrastructure is in place when required for testing, training and cut-over activities.

    4. Infrastructure Implementation. The Selected Firm may also be requested to provide technical personnel to assist in the implementation of the technical infrastructure.

    G. IT Organizational Strategy

  • The University is currently redefining roles and responsibilities for technical support of the new software. Certain aspects of software support will be distributed to user departments, while others will be retained by the central information technology organization. The Selected Firm should be prepared to provide advice and to assist in the review of organizational plans for technical support in order to verify the most efficient and effective distribution of responsibilities has been identified.

    H. Outsourcing of Legacy System Maintenance

    The University will use as many of its existing staff as possible on the enterprise software implementation project so that expertise remains at the University when the Agreement with the Selected Firm ends. . Continuing to staff ongoing support of existing systems while implementation takes place, however, is essential. To address this need, the Selected Firm should be prepared to augment the current software development staff responsible for supporting existing systems in the following areas:

    • software development,
    • data base administration,
    • technical infrastructure support, and
    • departmental and central administrative support.

    The University currently has a data warehouse that utilizes Sybase for the data base structure, Platinum's Repository Open Enterprise Edition software for the information catalog and, ODBS-compliant software such as BrioQuery for customer developed queries. The Selected Firm should be prepared to provide advice and to assist in assessments of the tradeoffs between the continued use of this solution and creating a replacement solution.

    J. Electronic Forms and Automated Workflow Design and Implementation.

    The University has been successful in developing and deploying electronic forms that feed several legacy applications. The electronic forms system has forms designer capabilities, security, workflow for routing and approvals, and the ability to generate output files for loading into legacy or other applications. The Selected Firm should be prepared to provide advice and to assist in assessments of the tradeoffs between the continued use of this tool and creating a replacement solution

    K. Change Management/Facilitation.

    The Selected Firm should be prepared to provide advice and to assist in capitalizing on the opportunities occasioned by the implementation of new administrative systems and in anticipating the impacts of change on organizational processes and structures. Firms experienced in leading and guiding organizational change within higher education are needed to help ensure the success of this project.

    Attachment 6: Educational and Training Services Requirements

    This attachment provides information about educational and training services needs of the University and list questions to which software and implementation service firms must respond.

    The Selected Firm should be prepared to provide initial and ongoing educational and training services for the development, implementation, management, maintenance, and use of the new processes and software. In addition to training on the software application, the Selected Firm should be prepared to identify training requirements for technical and professional staffs, managers, and end users. Some of the options that the University would be interested in include the following:

    • On-site classroom training
    • Off-site classroom training
    • Training packages that allow University staff to provide the training (Train-the-trainer)
    • Computer-based training
    • Distance learning options
    • User support documentation
    • Instructional materials

    These are only a few possible training options that would be of benefit to the University. Firms are encouraged to propose all education options available to the University that firms believe will assist the University in meeting its strategic directions for administrative improvements.

    It is expected the University will need training in a broad range of topics and may look to both the selected software and implementation firms to provide this training. The University will also perform a portion of the needed training on its own.

    The Selected Firm should be prepared to provide an educational plan for the technical and non-technical users of the new integrated applications.

    Firms should assume the following in responding to the specific questions below.

    • 200 Central Information Technology Professionals
    • 125 Administrative Information Technology Professionals
    • 260 Departmental Support Information Technology Professionals
    • 450 Departmental Managers
    • 2,100 Unique End-users

    Please answer the following questions:

    1. Where are the firm’s training facilities located?

    2. How does the firm address the training issues occasioned by the rollout of application software and the peaks in training that will necessarily precede the systems' implementation? What roles would the firm assume during the detail planning phases for training?

    3. Which of the following training modes does the firm provide:

      • Off-site Classroom
      • On-Site Classroom
      • Training packages that allow University staff to provide training (train-the-trainers)
      • Computer-Based Training
      • Distance Learning Options
    4. Please describe the firm's billing structure for training. Does the firm utilize training credits or some other method to discount training? If so, please describe how these credits or discounts are structured and applied.

    5. Please describe the firm's training methodologies.

    6. Provide a description of the firm's training provided by topic and/or application area.

    7. Please describe the firm's recommended training curriculum for insuring a successful software implementation. Please include recommendations for technical and professional staff, managers, end-users and any other necessary training populations based on the firm's experience.

    8. Please describe the firm's approach to provide initial and ongoing training across a distributed enterprise the size of the University.

    Attachment 7: Technical Requirements

    Information in this section will assist the University in evaluating the current and strategic technical viability of the proposing firm’s software and/or implementation solution. Information will be requested regarding the software architecture and the software firm’s technology strategy. Information will also be requested regarding the implementation firm’s solution for implementation issues such as infrastructure preparation, application customization, application interfaces, and data conversion. The following questions are intended to provide information on only those elements that the University deems will have a strong impact on the initial evaluation of proposals, they do not represent a comprehensive technical analysis. It is the University's intent to ask highly ranked Firms for more detailed information as the evaluation progresses.

    A. General Information

    1. What tools and methodologies does the firm utilize to assist in mapping data from existing systems to new applications?
    2. What conversion tools/programs/methodologies does the firm provide?
    3. Clearly indicate the types of changes and customization that cannot or should not be performed by the University of Virginia.

    B. Software Firm Information

    1. Describe how the firm’s proposed solution meets the requirements of an integrated solution as described in Attachment 12 - Definition of Integrated Systems. The firm’s response should include, but not be limited to, descriptions of how transactions and databases are integrated.
    2. Describe how the open architecture of the firm’s applications’ relational database facilitates migration to another relational database should this become necessary.
    3. Describe how electronic mail is integrated into the applications.
    4. Describe how the firm provides a fully integrated, ODBC-compliant, capability to extract and download data to spreadsheets, other applications or data warehouses, or to accept and upload data extracted from the same.
    5. Describe how the firm’s applications accept and process foreign currencies in such areas as international tax, travel and purchasing, etc.
    6. Provide a description of the tools and technologies that allow for electronic approvals and electronic workflow both within and across applications.
    7. Describe how the firm’s applications are integrated with the World Wide Web.
    8. Describe how the firm’s applications facilitate the use of a decision support system that utilizes a relational database apart from the applications’ transaction databases.
    9. List the network operating systems the firm will support for the next 3 years.
    10. Provide a description of the release and modification process utilized by the firm to update the proposed integrated solution. Highlight how the firm determines improvements to be included in a release, the frequency of releases, and the extent to which the firm utilizes user "focus" or "work" groups to determine user needs.
    11. Provide a list of the database management systems that can be utilized with the proposed integrated software solution.
    12. Describe maintenance and support to be provided to the University during installation, implementation and ongoing operation of the system. Maintenance and support descriptions must be clearly identified and quantified by describing the committed levels of effort for all dedicated resources. The firm's response should include, but not be limited to, support levels, resources and access methods for technical support, application support and critical problem resolution. Describe what is included or covered under the proposed annual technical support and maintenance program. Provide specific examples of situations covered by the annual technical support and maintenance as well as specific examples of situations that would not be covered. Describe any special support opportunities not previously described.
    13. What are the firm’s plans for the integration of technologies, such as those identified in Attachment 4: Software Requirements, into the firm’s applications?
    14. To what extent does the firm currently support Microsoft Windows ‘95, Macintosh, Microsoft NT, and UNIX based clients? What are the firm's plans for support of Microsoft Windows ‘95, Macintosh, Microsoft NT, and UNIX based clients over the next five years?
    15. Briefly, what are the firm’s plans for the next two releases of the firm’s product: planned availability date, the version/release level and functional enhancements?
    16. Describe the client/server models supported by the product. Indicate whether two-tier or three-tier models are used and how they are employed. Clearly indicate which product modules do not employ client/server architecture.
    17. Describe the graphical user interface employed on the client machine, including ability to tailor for each user (or group of users) and any presentation differences which exist across various client operating systems.

    18. What tools, protocols and procedures are available for defining and building interfaces from the firm's products to existing University legacy systems?

    19. Describe the firm's overall security environment, including the firm's authentication and authorization schemes.
    20. Please provide certification of software ownership.

    C. Implementation Firm Information

    1. What steps, procedures, metrics or logic will the firm use to assist the University to optimize system and application performance?

    2. What technology is needed to implement the best practices the firm recommends for the integration of web-based technologies into applications?

    3. Define the tools, technologies, and methodologies the firm will utilize to assess the readiness of the University’s technical infrastructure to accept the degree of change proposed by this planned implementation.
    4. Define the tools, technologies, and methodologies the firm will utilize to assist the University in defining the infrastructure needed to support this application systems implementation.
    5. What procedures and tools does the firm use to resolve technical problems involving some or all of the following vendors: application, hardware, network, server O/S and desktop O/S?
    6. What tools and techniques does the firm utilize to track and resolve problems during and immediately after the implementation?

     

    Attachment 8: Preferred Contractual Provisions
  • A. General Contractual Provisions
    1. Goods and Services. During the term of this Agreement, the Selected Firm(s) will provide for the University the goods and services offered to the University by the firm in its proposal and/or any addenda to its proposal and as specified by the University in the RFP and in the Agreement.

    2. Waiver. No waiver of any right will be deemed a continuing waiver, and no failure on the part of either party to exercise wholly or in part any right will prevent a later exercise of such or any other right.

    3. Indemnification. The Selected Firm(s) will indemnify and hold harmless The Commonwealth of Virginia, The Rector and Visitors of the University of Virginia, and their agents, employees and officials from any and all costs, damage or loss, claims, liability, damages, expenses (including, without limitation, attorneys' fees and expenses) caused by or arising out of the performance or non performance of the Agreement by the Selected Firm.
    4. Governing Law. This Agreement will be governed in all respects by the laws of the Commonwealth of Virginia, and venue for all lawsuits arising from this Agreement is limited to courts in the Commonwealth of Virginia.
    5. Termination for Cause. If the Selected Firm(s) fails to provide quality goods and services in a professional manner, solely as determined by the University, and, upon receipt of notice from the University, does not correct the deficiency within a reasonable period of time, not to exceed 30 calendar days from the date of such notice unless otherwise agreed to by both parties, the University may terminate this Agreement by giving written notice of termination to the Selected Firm. Such termination will be effective as of the date such written notice is given. .
    6. Termination for Convenience. The University reserves the right to terminate this Agreement, or any part hereof, for its sole convenience on 30 days notice. In the event of such termination, the Selected Firm shall immediately stop all work hereunder. In the event of such termination, the Selected Firm shall be paid a percentage of the Agreement price reflecting the percentage of the satisfactory work performed prior to the notice of termination.

    7. Non-Appropriation. Funding for any Agreement between the University and a Selected Firm(s) is dependent at all times upon the appropriation of funds by the Virginia General Assembly and/or any other organization of the Commonwealth authorized to appropriate such funds. In the event that funding to support this Agreement is not appropriated, whether in whole or in part, then the Agreement may be terminated effective the last day for which appropriated funding is available.

    8. Right of Audit. The University reserves the right to audit or cause to be audited the Selected Firm's books and accounts regarding the University's account at any time during the term of this Agreement and for five years thereafter.
    9. Contractual Claims. This Agreement is subject to the University's policy on Contractual Claims that is provided in Attachment 10: Procedure for Resolution of Contractual Claims.
    10. Insurance. Listed below is the insurance which the Selected Firm(s) must maintain under any Agreement resulting from this RFP. Each Firm will propose insurance that meets or exceeds the needs of the University. No Agreement will be executed by the University until the Firm satisfies the insurance requirements of the University. The Selected Firm(s) may be required to provide the University with a valid Certificate of Insurance before providing any goods or services to the University. The University reserves the right to approve any insurance proposed by the Selected Firm.

      Commercial/Comprehensive General Liability:

  • The Selected Firm(s) and any Subcontractor will provide a minimum Limit of Liability for bodily injury and property damage of $1,000,000 per person/occurrence with coverage for:
    • Premises/Operations
    • Contractual
    • Independent Contractors Personal Injury

    The Selected Firm(s) and any Subcontractor will provide a minimum Limit of Liability for bodily injury of $100,000/$300,000 per person/occurrence and property damage of $100,000 per occurrence with the following coverages for vehicles operated by their employees.

    • Any Automobile
    • Owned and Non-Owned Automobiles
    • Additional Insured*
    • Other Additional Insured:
  •  * If the University requests to be named as an Additional Insured, the proper name is: "The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees and agents."

    1. Use of Agreement by Third Parties: If agreeable with the Selected Firm, these organizations may have access to any Agreement resulting from this RFP: 1) Any University related foundation, 2) Any institution of higher education which is a member of the Virginia Association of State College and University Purchasing Professionals (VASCUPP), 3) the City of Charlottesville and County of Albemarle, and 4) Piedmont Virginia Community College. The Selected Firm(s) will respond promptly to a request from any of these organizations for access to the Agreement, but is NOT required to enter into an equivalent agreement with the organization. A Firm's willingness to provide this access to these organizations will not be a consideration in awarding this RFP. Although the organizations may have access to the Agreement, their entry into any equivalent agreement with the Selected Firm(s) is strictly optional. If an organization chooses to enter into an equivalent agreement, it will so notify the Selected Firm(s) in writing, and will proceed to execute such an agreement. The University will have no responsibility whatsoever for payment of invoices rendered to the organization, resolution of problems, or administration of contractual claims. The University's sole intent is to provide other organizations with access to the University's Agreements and to provide Selected Firms with opportunities to do business with other organizations.

    2. The University's Authorized Representatives. The only persons that are, or will be, authorized to speak or act for the University in any way with respect to this Agreement are those whose positions or names have been specifically designated in writing to the Selected Firm(s) by the University's Chief Contracting Officer.

    3. Purchasing Manual. This Agreement is subject to the provisions of the Commonwealth of Virginia "Purchasing Manual for Institutions of Higher Education and Their Firms" and any subsequent revisions.
    4. Copyrights. Unless expressly agreed to the contrary in writing, all documents, reports, writings, video images, photographs or papers of any nature prepared by the Selected Firm(s) (or its contractors) in performing an Agreement will not be disclosed to any other person or entity without the written permission of the University and the University will own all copyrights thereto.
    5. Solicitation of Employees. The Selected Firm and the University agree not to solicit each other’s employees for a period of 2 years after completion of the implementation.
    6. Right to Select Project Personnel. The University has the right to interview and select all of the Firms’ personnel that will provide services under the Agreement.
    7. Right To Remove Project Personnel. The University has the right to remove any of the Selected Firm’s personnel that will provide services under the Agreement.
    8. Right to Execute Confidentiality Agreement. Both parties acknowledge that in the negotiation and performance of this Agreement, confidential and proprietary information of each has been and will be made available to the other. The parties agree to use reasonable efforts to maintain the confidentiality of such material, but in no event lesser than was used with like material of the receiving party, and not to make any internal use of such material not required under this Agreement. Neither party will disclose the information to any third party without prior written authorization from the disclosing party, and will not use the information received by it, except to those of its employees, agents and consultants whose duties justify the need for access to the information provided that such individuals are subject to obligations of secrecy and limited use commensurate in scope with this Agreement. These obligations will apply to verbal information as well as specific portions of the information that are disclosed in writing or other tangible form and marked to indicate its confidential nature.

     

    These obligations will not apply to any of the information which:
    1. Was known to the receiving party prior to receipt under this Agreement, as demonstrated by the receiving party's records; or
    2. Was publicly known or available prior to receipt under this Agreement, or later becomes publicly known or available through no fault of the receiving party; or
    3. Is disclosed to the receiving party without restrictions on disclosure by a third party having the legal right to disclose the same; or
    4. Is independently developed by an employee, consultant, or agent of the receiving party without access to the information as received under this Agreement; or
    5. The receiving party is obligated to produce as required by law, lawfully issued subpoena, or a court order, provided that the disclosing party has been given notice thereof and an opportunity to waive its rights or to seek a protective order or other appropriate remedy.

     

    Upon written request of a disclosing party, the receiving party will return all information disclosed in written or tangible form, and the receiving party will destroy all of its copies, excerpts or notes made by it which contain any portions of the information unless otherwise provided for by the parties. Notwithstanding anything to the contrary, disclosure as required by law or by the University to comply with an opinion of its Special Assistant Attorney General that disclosure is necessitated by Virginia's Freedom of Information Act shall not be considered a breach of the Agreement.

    1. Current or Pending Litigation. The Selected Firm warrants that the University has been supplied with an accurate list of all current or pending litigation in which the firm is involved, and acknowledges its obligation to supplement that list by notifying the University of litigation that subsequently arises.

    2. Training Material. The Selected Firm, at no charge, will supply the University for the University’s own use, with all material used by the Selected Firm when providing training services, including the training database.

    3. Third Party Liabilities. The Selected Firm warrants that software and other products provided by them or their subcontractors are free from any claims or demands of third-parties, known or unknown, including, but not limited to claim of copyright infringement or claims of other property rights or claims of misappropriation or theft of trade secrets, copyrights and other property rights, and will defend, indemnify and hold the University harmless from any such third party claim or demand.

     

     B. Provisions Applicable to Only the Software Firm

    1. Software Price and Payment
    1. Discounted pricing will be fixed for future software products and services for a definite period following the signing of the contract.
    2. No increase in license fees or maintenance charges, regardless of number or extent of CPU upgrades, will be charged to the University.
    3. Full credit will be due the University on software license and maintenance charges if the CPU is downgraded after the implementation is completed.
    4. Full purchase-price credit towards new modules or services will be due the University for any/all modules returned.

       2. Software License

    5. The University has the sole right to designate licensees of the software. Potential licensees may include, but are not limited to: the Rector and Visitors of the University of Virginia, the entities within the University development community and University foundations, Clinch Valley College, and Continuing Education.
    6. The University has the right to move the software procured by or developed for the University to any location at any time.
    7. The University has the right to install software, at no additional license or maintenance fees, on additional systems for non-production environment purposes, e.g., training, evaluation, etc.
    8. In the event of a disaster, the University has the right to run software on any other CPU as may be required to continue normal business operations.
    9. The University will have a perpetual, non-exclusive license to the software, which will survive any sale or transfer of the firm’s ownership rights.
    10. The University has the unconditional right to transfer software licenses in the event of sale, lease, assignment, or transfer of the University’s business.
    11. The Selected Firm will not disable or remove software from the University’s systems during any disputes between the University and the Selected Firm. The University has unconditional rights to use the system in any manner.
    12. The Selected Firm agrees to keep and maintain current a copy of the source code in escrow with an escrow agent. The Selected Firm will pay all costs of providing and maintaining the source code in escrow, including the fee of the escrow agent. Prior to final system acceptance, the Selected Firm will provide the University Contract Administrator a copy of the Agreement between the Selected Firm and the escrow agent to verify the source code has been placed in escrow. The Agreement between the Selected Firm and the escrow agent will authorize the escrow agent to release the source code to the University in the event that one or more of these events occur:
      • The Selected Firm becomes the subject of a bankruptcy proceeding;
      • The Selected Firm, or its successor company, fails or refuses to support the software installed at the University;
      • All or any material part of the source code is generally made available by the Selected Firm, with or without additional cost, to other users of comparable software;
      • The Selected Firm, or successor company, is unable to support the University as specified in this Agreement.
    13. The Selected Firm warrants that no disabling means ("time bombs") are incorporated into the software.

       3. Software Warranty and Maintenance

    14. The Selected Firm will offer maintenance and help-line coverage to the University. This obligation must be binding on all successors and assigns of the Selected Firm.
    15. The firm will not charge the University for services, maintenance, travel, food, lodging or other expenses incurred during the warranty period for warranty work.
    16. The University may modify the system and add enhancements, without affecting coverage under the Selected Firm’s maintenance agreement or warranty.

       4. Software Documentation

    17. The firm will supply 3 complete sets of current documentation at no cost, as well as 3 sets of documentation for all future releases at no charge to the University.
    18. The University has the right to reproduce, for its own use, all documentation without limitation.

       5. Year 2000 Compliant.

      The firm warrants that all software products delivered to the University under any agreement, and which is used in accordance with the product documentation provided by the firm, shall be 4-digit Year 2000 compliant. All products shall accurately process all date-change data from start to finish, including, but not limited to, twentieth, twenty-first centuries, and leap year calculations. Any product provided under this agreement discovered not to be compliant after acceptance shall be corrected by the firm at no additional cost to the University. Failure to correct the deficiency shall subject the firm to default action.

    Attachment 9: Price Proposal

    This section outlines price information that responding firms must provide. The University requires concise responses to the information requested. The use of tables, graphics, and bulleted lists, where appropriate, is strongly encouraged. Clarity of information is important. Each firm should strive to delineate clearly what is included or excluded in each element of the price proposal.

    A. Software Firm Price Proposal

    The overall objective of the Software Firm's price proposal is to enable the University to evaluate the price of ownership of the proposed integrated software solution and should not be interpreted as an implementation plan. The firm should provide a detailed description of the optimal configuration of servers to support the functioning of the proposed integrated software solution and any associated tools related to the integrated software solution. All of the fees in the firm's proposal should reflect this configuration. The overall price of ownership includes the following items:

    Software Firms should base price proposals on the information and assumptions that follow.

    The University's total revenues for the year ending June 30, 1997 were $1.1 billion, including $160 million in research grants.

      

    University Division
    Number of Employees
    Number of Students

     

    Full-time
    Part-tme
    Full-time
    Part-time

    Academic

    6,616

    6,553

    19,152

    750

    Continuing Education (Credit and Non-credit)

     

     

     

    30,000

    Clinch Valley College

    188

    220

    1,803

    1,469

    Medical Center

    3,880

    1,259

    n/a
    n/a

    Total

    10,684

    8,032

    20,955

    32,219

     

     
    Major Component
    Estimated Users

    Financial Systems

    800

    Human Resources Systems

    800

    Student Systems

    900

    Electronic Forms & Workflow

    250

    Data Warehouse

    100

    Total Users

    (duplicates eliminated)

     2,100

    Provide the information that follows related to application and tool license fees.

    a. Fully define the Firm’s major components and variables of its pricing strategy. Additionally, please respond to the section below that best describes the firm’s pricing strategy. If pricing is based upon some pricing mechanism other than the three listed below, please explain the pricing strategy and provide the licensing fees.

    If pricing is based upon number of users, provide the following additional information:
    1. Describe what method, concurrent users or named users, is being used for pricing.
    2. Describe what constitutes a user.
    3. Describe whether pricing is calculated by module or license group.
    4. Describe any tier system of pricing where the number of users is sold in blocks.
    5. If a tier system is deployed, describe pricing and price-per-user when a subsequent purchase of users causes the University to cross tiers.
    6. For how many users has the Firm negotiated an enterprise license and what was the total price given a similar scenario to the University?
    7. Describe any impact that multi-site or multiple installs may have on pricing under this option.
  •  If pricing is based upon hardware platforms, provide the following additional information:
    1. Describe how post-implementation hardware upgrades are treated with respect to pricing.
    2. Describe how multi-site and multiple installs within a site (application servers) are handled with respect to pricing.
    3. For what type of hardware platform has the Firm negotiated an enterprise license and what was the total price given a similar scenario to the University?

    If pricing is based upon revenue, employee, and/or server size, provide the following additional information:

    1. Define revenue in the context of an institution of higher education. How would the firm’s price change in response to increases or decreases in the revenues of the University?
    2. Describe how the addition of servers or the splitting of applications between multiple servers impacts the pricing strategy.
    3. Describe how multi-site and multiple installations within a site (application servers) impact the firm’s server pricing strategy.
    4. How does the number of employees affect the price?
    5. At what revenue, employee, and/or server level has the Firm negotiated an enterprise license and what was the total price given a similar scenario to the University?
  • b. Provide the price for licensing every application module and tool referenced in Attachment 4: Software Requirements. Ensure the costs of all firm and third-party tools necessary to provide the full solution are included in the price proposal. Examples of tools that might be included are:

    • Development tools
    • Query and reporting tools
    • Forms generation tools
    • Other firm products (middleware, operating system software, etc.) the firm believes are required for successful implementation.

     Please adhere to the following guidelines in preparing the firm’s software price proposal:

    • The licensing cost for each application module and tool is to be quoted separately, if they are offered as separate products.
    • If not all application modules and tools are yet available, indicate when they will be available and the expected price.
    • Clearly indicate any application modules and tools not included in the price.
    • If the total price for purchasing all proposed application modules and tools is different from the sum of the individual prices, please show the difference as a discount.
    • Indicate whether the purchase price includes a warranty period.
    • Describe any limitations related to the source code included as part of the purchase price.
    • Indicate whether there are any other related costs (shipping, site preparation, etc.) related to the application or development tool license fee. If so, please specifically list those items and provide price quotations.

    2. Maintenance and Technical Support Fees

    Maintenance and technical support fees must cover the proposed integrated software solution and associated tools needed to implement the integrated software solution. Provide the following information related to technical support and maintenance fees:

    1. Clearly delineate the Firm's maintenance and support included in the initial license fee from the Firm's maintenance and support services covered under annual technical and maintenance agreements.
    2. Fully define the Firm’s major components and variables of its pricing strategy for annual software maintenance and support.
    3. State the proposed annual maintenance and support costs for every application module and tool referenced in Attachment 4: Software Requirements. Ensure the costs of all firm and third-party tools that will be necessary to provide the full solution are included in the price proposal. This includes any of the tools described in the Scope of Services. Examples of tools that might be included are:
      • Development tools
      • Query and reporting tools
      • Forms generation tools
      • Other firm products (middleware, operating system software, etc.) the firm believes are required for successful implementation.
    4. The cost for maintenance and support of each item is to be quoted separately, if offered separately. If not all modules are yet available, indicate when they will be available and the expected annual maintenance and support price. Clearly indicate any modules not included in the price. If the total price for maintaining and supporting all proposed application modules and tools is different than the sum of the individual prices, please show the difference as a discount. Detail any annual rate or price increases for maintenance and technical support that the University will incur over the next four years.
    5. Disclose hourly rate information for technical support and maintenance outside the standard technical support and maintenance agreements.
    6. Provide any other information needed for the University to understand adequately the proposal for annual support and maintenance.
  • 3. Software Firms Educational and Training Product Costs
  • Software Firms are asked to provide pricing information for educational and training services related to the proposed application software modules and tools.

    1. What is the Software Firm's proposed average cost for:
      • Classes taught on-site
      • Classes taught off-site
      • Computer-based training modules
      • Distance learning options
      • User support documentation
      • Instructional materials
    2. May the University use materials from firm training classes to conduct its own training classes? If so, what is the Software Firm's proposed cost for providing training packages that allow selected University staff to train other staff?

    3. Is there a cost for developing a training plan for the University? If so, what is the Software Firm's proposed cost?

      4. Price for Software Documentation

    Attachment 8: Preferred Contractual Provisions requests three complete sets of current documentation at no cost, as well as three sets of documentation for all future releases at no cost. If the Firm does not accept this provision, state the cost of providing three complete sets of documentation for current and future releases.

    B. Implementation Firm Price Proposal

    The University understands that high-level implementation planning with the chosen implementation services firm is necessary before the firm can provide a price for all services outlined in Attachment 5: Implementation Services Requirements. At this time, the University requires pricing information from implementation firms on only the following items:

    • The proposed cost of high-level implementation planning
    • The proposed average cost per day of services needed during project implementation
    • The proposed average cost of training products and cost of training planning services for University personnel on general training topics (list provided below)

    1. High-level Implementation Planning Price

    The University will work jointly with the Selected Implementation Firm, and to a possibly lesser extent the Selected Software Firm, to ascertain the scope of and to estimate at a high level the entire reengineering and software replacement project and to develop more specific plans for the first project phase. This planning effort is expected to included these work steps:

    This eight to twelve week planning project will produce the following deliverables and will be input into an overall project budget:

    Answer the following questions about the implementation firm's cost proposal for participating in this planning: 

    1. What is the Firm's proposed price for high-level implementation planning?
    2. Does this price include expenses? If not, what percentage increase to the price quoted above does the Firm propose to cover expenses?

    2. Average Daily Price for Implementation Services

    1. What is the Firm's proposed average rate per day, including expenses, for the major categories of work listed below? This work is associated with actual process reengineering and software implementation, not the planning effort addressed in Section B.1 above. Quote average rate per day separately for each major category. Refer to Attachment 5: Implementation Services Requirements for descriptions of the work involved.
      • Project Management
      • Process Reengineering
      • Chart of Accounts Redesign
      • Organizational Restructuring
      • Application Implementation
      • Infrastructure Development
      • IT Organizational Strategy
      • Outsourcing of Legacy Maintenance
      • Data Warehouse Design and Implementation
      • Electronic Forms and Automated Workflow Design and Implementation
      • Change Management/Facilitation

      3. Implementation Firms Educational and Training Services Price 

    Implementation firms will provide pricing information for educational and training services.

    1. Provide the implementation firm's price for developing a training plan for the University?
    2. Provide the implementation firm’s price structure for implementing the training plan?
    3. Provide the implementation firm's price for:
      • Classes taught off-site
      • Classes taught on-site
      • Computer based courses
      • Distance learning
      • User support documentation
      • Instructional materials

     

     Attachment 10: Procedure for Resolution of Contractual Claims 

    Section 11-69 of the Virginia Public Procurement Act requires contractors with the University to submit any claims, whether for money or other relief, in writing no later than 60 days after final payment.

    However, written notice of the contractor’s intention to file such a claim will have been given at the time of the occurrence or beginning of the work upon which the claim is based.

    The University's procedure for deciding such contractual claims is:

    1. The Selected Firm(s) must provide the written claim to:

      Director of Purchasing
      University of Virginia
      North Emmet Street
      Box 9008
      Charlottesville, Virginia 22906
       

    2. Although the Selected Firm(s) may, if it chooses, attempt to resolve its claim by dealing with a University department other than the one stated in Section A above, the Selected Firm(s) must submit any unresolved claim in writing no later than 60 days after final payment to the Director of the Purchasing Department if it wishes to pursue its claim. 
    3. Upon receiving the written claim, the Director of the Purchasing Department will review the written materials relating to the claim and decide whether to discuss the merits of the claim with the Selected Firm. If such discussion is to be held, the Director of the Purchasing Department will contact the Selected Firm(s) and arrange such discussion. The manner of conducting such discussion will be as the Director and the Selected Firm(s) mutually agree.
    4. The Director of the Purchasing Department will mail his decision to the Selected Firm(s) within 60 days after receipt of the claim. The decision will state the reason for granting or denying the claim.
    5. The Selected Firm(s) may appeal the decision to:

       

      Chief Contracting Officer
      University of Virginia
      Carruthers Hall
      North Emmet Street
      Box 9008
      Charlottesville, Virginia 22906
       

      by providing a written statement explaining the basis of the appeal to the Chief Contracting Officer, within 30 days after the Selected Firm's receipt of the decision.

    6. Upon receiving the written appeal, the Chief Contracting Officer will review the written materials relating to the claim and decide whether to discuss the merits of the claim with the Selected Firm. If such discussion is to be held, the Chief Contracting Officer will contact the Selected Firm(s) and arrange such discussion. The manner of conducting such discussion will be as the Chief Contracting Officer and the Selected Firm(s) mutually agree.
    7. The Chief Contracting Officer will mail her decision to the Selected Firm(s) within 60 days after the Chief Contracting Officer's receipt of the appeal. The decision will state the reasons for granting or denying the appeal.

      

    Attachment 11: Technical Environment

    Information Technology and Communication (ITC) is responsible for developing and supporting a wide variety of administrative, academic and research oriented applications. Some applications, such as purchasing and student systems, are university-wide in nature, while others are primarily intended to meet the needs of a single department or a single researcher. To support its applications and provide access to information, ITC maintains a wide variety of computing environments and peripheral equipment, which is available to faculty, staff and students.


    Mainframe:

    For mainframe processing, the University uses an IBM 9672 Model R34, which runs an OS/390 operating system with CICS as the teleprocessing monitor. This system has a combined capacity of 132-plus MIPS. DASD hardware consists of 350 gigabytes on 3390 devices.


    The mainframe OS/390 production application systems at ITC are primarily comprised of COBOL programs accessing VSAM, Total, and Supra databases. At least 75 percent of the source code is COBOL and the remainder consists of various languages including, but not limited to: SAS, Mantis, Assembly, Easytrieve, ROSCOE RPF, JDL, PDL and Command Level COBOL. An estimated 10,000 programs are in production representing approximately 4.8 million lines of source code.


    These programs, along with additional applications described below, support daily business functions for the administrative departments of the University.


    The major business areas are supported by ITC's Applications & Data Services Division.

    Unix/PC/Macintosh:

    Unix Systems, including IBM RS/6000, SGI, and Sun Microsystems computers, are used for administrative data processing, academic research, and instruction. These systems support a large variety of applications software, both from commercial software vendors and locally written. Programming languages supported on these systems include Fortran, C, C + +, and Pascal. The database for production systems on the RS/6000 is Sybase, Version 11.0.1. In addition, the University supports microcomputers at staff workstations, public and dormitory labs, classrooms, and other ITC facilities. These microcomputers are comprised of approximately 3,800 IBM-compatible, 800 Macintosh, and 470 Unix machines. The IBM-compatible computers range from 80386 to the latest Pentium version. The Macintosh computers range from 68020 to the latest Power PC version.
     

    Communications:

    The University's desktop network environment is primarily Ethernet. The University backbone is composed of OC-12 ATM and FDDI on single mode and multimode fiber. Some remote facilities are reached through 56K bps and T1 circuits from various telephone companies. The primary router vendor is Cisco and the predominant switch vendor is also Cisco, but a standard has not been established. The primary hub vendor is Bay Networks, though David Systems and HP hubs are in use in many locations on Grounds. Including student owned machines, there are approximately 15,000 devices on the network. 12,000 of those are personal computers, 2,500 are multi-user systems, and the remainder is a mix of Xterminals, printers and dedicated controllers. Student owned machines comprise approximately 2,000 of these systems.


    ITC supports a complex of Novell Servers on Intel platforms providing departmental and institutional services. ITC has made a strategic decision to move to NT Server.

    Network management is based on NetView 6000, Bay Networks Optivity, and several locally developed SNMP based tools. The University is presently evaluating a migration to Spectrum.

    Telephone support is provided by ITC Communication Services utilizing ROLM 9751 Model 70 with software release 9005. The University has 13 nodes of telephone mail on software release 6.2. Approximately 17,000 telephones are connected to this system Grounds-wide.

    General:

    The University’s e-mail standard is based on Internet standards: SMTP for message transport and IMAP for mailbox access; IMSP/ACAP for remote configuration; and LDAP for directory access. POP-based access to message stores is also used.

    In general, Internet-standards based products are used as opposed to proprietary systems whenever possible.

    The University currently has a data warehouse utilizing ODBC-compliant software such as BRIO Query with Sybase as the relational database. The warehouse utilizes Sybase for the data base structure, Platinum's Repository Open Enterprise Edition software for the information catalog and, ODBS-compliant software such as BrioQuery for customer developed queries.

     

    The University has been successful in developing and deploying electronic forms that feed several legacy applications. The University also has an in-house developed electronic forms system that feeds several legacy applications. The electronic forms system has forms designer capabilities, security, workflow for routing and approvals, and the ability to generate output files for loading into legacy or other applications. 

     

    Attachment 12: Definition of Integrated System

    This definition of an Integrated System identifies characteristics arranged in the broad categories of  Data Issues, Application Issues, Presentation Issues, and Operational Issues. A brief name of the characteristic is given, followed by a paragraph defining the characteristic. While the degree of integration is likely to vary from product to product, an ideal integrated system would have all of the characteristics listed below.

    Data Integration 

    Application Integration 

    Presentation Integration 

    Operational Integration 

    Attachment 13: Glossary of Terms

    The following glossary is provided to aid the firm(s) in interpreting certain terms contained in this RFP and the Strategic Direction Statements that may carry a meaning particular to the University of Virginia.