ST. CLOUD STATE UNIVERSITY

Transcription

1 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements ST. CLOUD STATE UNIVERSITY TH AVENUE SOUTH ST. CLOUD, MN

2 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements Section TABLE OF CONTENTS Page TABLE OF CONTENTS 2 ADVERTISEMENT FOR PROPOSALS 4 PROPOSAL INSTRUCTIONS 5 AFFIRMATIVE ACTION COMPLIANCE 8 AFFIDAVIT OF NON-COLLUSION 9 PROPOSAL OFFERING FORM 10 Section 1 - GENERAL INFORMATION 1.1 Scope of Service General Information Issuing Office 11 Section 2 - TERMS AND CONDITIONS 2.1 Proposal Evaluation and Award Applicable Law Parties to the Contract Contract Commencement Pricing Debris Removal Non-Discrimination State Audits Affirmative Action Equal Pay Certificate of Compliance Licenses Supervision and Inspection Amendments Contract Termination Indemnification Laws to be Observed Liens Reimbursement of Costs Vendor Selection Disposition of Responses Targeted/Economically Disadvantaged Business & Individuals Insurance 15 Section 3 - CONTRACT TERMS 3.1 Terms and Conditions Contract Documents Contract Term Contract Assignment Contract Liaison 17 2

3 Section 4 SPECIFICATIONS AND REQUIREMENTS 4.1 Role of the Vendor Technical Requirements Warranty Post-Delivery Performance and Remedy for Failure Acceptance Testing Delivery Payment Final Acceptance Costs 26 Attachment Professional Technical Contract 3

4 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Notice is hereby given that Offers will be received by the Director of Purchasing, St. Cloud State University, until 3:00 P.M. on June 26, 2018 the purpose of Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements according to the specifications on file at: St. Cloud State University Lisa Sparks, Director of Purchasing Business Services -AS Fourth Avenue South St. Cloud, Minnesota Specifications and Request for Proposal forms may be obtained from the St. Cloud State University website: Offers are to be submitted in a sealed envelope addressed to the Director of Purchasing at the above address and clearly marked in the lower left corner of the envelope, MHSRC Online Registration Enhancements St. Cloud State University reserves the right to reject any and all Offers and to waive any informalities contained in such Offers. Dated at St. Cloud, Minnesota, this May 24, Lisa Sparks Director of Purchasing 4

5 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements PROPOSAL INSTRUCTIONS: Page 1 of 3 DATE: May 24, 2018 TITLE: MHSRC Online Registration Enhancements ISSUING AGENCY: St. Cloud State University 720 Fourth Avenue South St. Cloud, Minnesota PROPOSAL INSTRUCTIONS: Proposals will be received and registered until 3:00 P.M. on June 26, 2018 for furnishing the equipment and services described herein. Proposals received after this time and date will be rejected and returned unopened. Proposals may be delivered in person or by U.S. mail or other couriers. Faxed proposals are not acceptable. Proposals must be submitted with the envelope plainly marked in the lower left corner: MHSRC Online Registration Enhancements. PROPOSAL ACCEPTANCE PERIOD: This proposal shall be binding upon the Offeror for 90 calendar days following the proposal acceptance review date. Any proposal in which the Offeror shortens the acceptance period may be rejected. Proposals will be on file and open to public inspection for 30 days after award determination. All terms and specifications included in or appended to this solicitation apply to any subsequent award. Complete and return the Proposal Offering Form with the Proposal to: St. Cloud State University Lisa Sparks, Director of Purchasing Business Services - AS Fourth Avenue South St. Cloud, MN All forms and attachments must be filled out in ink, typewritten, or word-processed. 5

6 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements PROPOSAL INSTRUCTIONS: Page 2 of 3 All inquiries for information are to be directed to: Lisa Sparks, Director of Purchasing St. Cloud State University 720 Fourth Avenue South St. Cloud, Minnesota Phone: (320) lksparks@stcloudstate.edu Other department personnel are NOT allowed to discuss the Request for Proposal with anyone, including responders, before the proposal submission deadline. REVISIONS TO THE REQUEST FOR PROPOSAL: In the event it becomes necessary to revise any part of this Request for Proposal, revisions will be provided in the form of an addenda on the web link where the initial Request for Proposal is housed. The University reserves the right to extend the deadline for receipt of proposals if necessary. WITHDRAWAL OF PROPOSAL: Proposals may be withdrawn in writing and submitted by facsimile, mail, or hand delivery from the Vendor prior to the deadline for receipt of proposals. No oral withdrawals will be accepted. 6

7 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements PROPOSAL INSTRUCTIONS: Page 3 of 3 REQUIREMENTS FOR SUBMITTING A PROPOSAL: Proposals should be as thorough and detailed as possible so that the University may properly evaluate the Offeror s capability to provide the required services. The vendor must clearly state in the proposal any exceptions to or deviations from the specifications or terms and conditions. All costs associated with the purchase of the equipment proposed must be made explicit in the vendors response. Any costs incurred by the successful vendor in the completion of any award issued on the basis of this proposal, but not explicitly stated in the vendors response, shall not be payable. Please submit (1) one original and (1) copy and (1) jump drive of the proposal. Offerors are required to submit the following items or information but are not limited solely to these items: Request for Proposal Offering Form signed and completed as specified. Name and address of operating company. The duration and extent of experience in providing similar services at an educational institution. Explain in detail. Include references. Identification and description of the services to be provided. Specific list of equipment and software prices, including annual maintenance costs. Respond in order to all of the items listed in Section 4.2 to 4.9 of the RFP and provide written point by point narrative responses to each of the proposal requirements. Affirmative Action Compliance Statement signed and completed as specified. Affidavit of Non-Collusion signed and completed as specified. Acknowledgement of Acceptance of Professional/Technical Contract 7

8 State Of Minnesota Affirmative Action Certification If your response to this solicitation is or could be in excess of $100,000, complete the information requested below to determine whether you are subject to the Minnesota Human Rights Act (Minnesota Statutes 363A.36) certification requirement, and to provide documentation of compliance if necessary. It is your sole responsibility to provide this information and if required to apply for Human Rights certification prior to the due date and time of the bid or proposal and to obtain Human Rights certification prior to the execution of the contract. The State of Minnesota is under no obligation to delay proceeding with a contract until a company receives Human Rights certification 1. BOX A For companies which have employed more than 40 full-time employees within Minnesota on any single working day during the previous 12 months. All other companies proceed to BOX B. Your response will be rejected unless your business: has a current Certificate of Compliance issued by the Minnesota Department of Human Rights (MDHR) or has submitted an affirmative action plan to the MDHR, which the Department received prior to the date and time the responses are due. Check one of the following statements if you have employed more than 40 full-time employees in Minnesota on any single working day during the previous 12 months: We have a current Certificate of Compliance issued by the MDHR. Proceed to BOX C. Include a copy of your certificate with your response. We do not have a current Certificate of Compliance. However, we submitted an Affirmative Action Plan to the MDHR for approval, which the Department received on (date). [If the date is the same as the response due date, indicate the time your plan was received: (time). Proceed to BOX C. We do not have a Certificate of Compliance, nor has the MDHR received an Affirmative Action Plan from our company. We acknowledge that our response will be rejected. Proceed to BOX C. Contact the Minnesota Department of Human Rights for assistance. (See below for contact information.) Please note: Certificates of Compliance must be issued by the Minnesota Department of Human Rights. Affirmative Action Plans approved by the Federal government, a county, or a municipality must still be received, reviewed, and approved by the Minnesota Department of Human Rights before a certificate can be issued. BOX B For those companies not described in BOX A Check below. We have not employed more than 40 full-time employees on any single working day in Minnesota within the previous 12 months. Proceed to BOX C. BOX C For all companies By signing this statement, you certify that the information provided is accurate and that you are authorized to sign on behalf of the responder. You also certify that you are in compliance with federal affirmative action requirements that may apply to your company. (These requirements are generally triggered only by participating as a prime or subcontractor on federal projects or contracts. Contractors are alerted to these requirements by the federal government.) Name of Company: Authorized Signature: Printed Name: Date Telephone number: Title: For assistance with this form, contact: Minnesota Department of Human Rights, Compliance Services Section Mail: 190 East 5 th St., Suite 700 St. Paul, MN TC Metro: (651) Toll Free: Web: Fax: (651) TTY: (651)

9 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements AFFIDAVIT OF NON-COLLUSION Proposals will be received until June 26, 2018 Definition: For ease of reference, each organization submitting a response to this Request for Proposal will hereinafter be referred to as an "Offeror". An Offeror whose Proposal would result in a formal agreement will hereinafter be referred to as a "Contractor." The prospective Offeror must sign the Affidavit and provide the information required of Offerors as outlined in the pages, which follow: AFFIDAVIT OF NON-COLLUSION: I hereby swear (or affirm) under the penalty of perjury: 1. That I am the Offeror (if the Offeror is an individual), a partner in the Offeror (if the Offeror is a partnership), or an officer or employee of the responding corporation having authority to sign on its behalf (if the Offeror is a corporation); 2. That the attached Offer or Offers have been arrived at by the Offeror independently, and have been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment or services described in the Request for Proposal designed to limit independent offers or competition; 3. That the contents of the Offer or Offers have not been communicated by the Offeror or its employees or agents to any person not an employee or agent of the Offeror or its surety on any bond furnished with the Offer or Offers and will not be communicated to any such person prior to the official opening of the Offer or Offers, and; 4. That I have fully informed myself regarding the accuracy of the statements made in this affidavit. Subscribed and sworn to me this day of, 20. Notary Public My commission expires, 20. Signature Firm Name Date 9

10 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements PROPOSAL OFFERING FORM In compliance with this Request for Proposal, the undersigned acknowledges that I have read and understand all the conditions imposed herein and offer and agree to furnish the services in accordance with the attached proposal or as mutually agreed upon by subsequent negotiation. Name of Firm: Address: City: State: Telephone: Zip: (please include area code) Federal ID State ID Name: Signature: Title: Date: 10

11 ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL Minnesota Highway Safety & Resource Center (MHSRC) Online Registration Enhancements Section 1 GENERAL INFORMATION 1.1 SCOPE OF SERVICE St. Cloud State University is soliciting proposals from qualified vendors to provide an online registration system that will adequately meet the needs of the University while promoting the greatest extent of competition that is practicable. The purpose of this solicitation is to obtain specific proposals from potential vendors to include how they can provide an integrated software as a service registration system that complies with the quality expected by the University and its students/staff, integrates with existing systems, and fall within the project budget. 1.2 GENERAL INFORMATION St. Cloud State University is one of the largest of the seven state universities in the Minnesota State system. St. Cloud State is a regional comprehensive university with a high number of accredited programs. The mission of St. Cloud State University is to prepare our graduates for life, work and citizenship in the 21 st century. In 2016, enrollment was approximately 15,000 students, including 1200 international students from nearly 90 countries. The system includes 31 institutions (24 technical and community colleges and seven state universities) spanning 54 campuses across 47 Minnesota communities serving more than 430,000 students annually. St. Cloud State University is a comprehensive higher education institution located in the city of St. Cloud, Minnesota. St. Cloud is located 70 miles northwest of Minneapolis along the Mississippi River. St. Cloud State University was founded in 1869 and consists of eight schools and colleges. The Minnesota Highway Safety & Research Center, a department of St Cloud State University is charged with reducing human and financial loss on our roadways. The mission is met through both advanced driver training at our 160 acre training site and through outreach programs across the State of Minnesota. The operation touches about 42,000 participants annually through its outreach classroom courses, online course and onsite courses and is projected to grow. Currently an Access database is being used to manage the more than 385,000 students, 500 businesses and 350 locations throughout MN, SD and ND. This database handles both the registration process and the financial reporting aspects. In addition it contains an advertising component with over 1,200 insurance agents and 500 media outlets. The goal is to design, test and implement a more robust cloud based software as a service solution that will have the functionality as stated above to manage the operational and financial needs of the MHSRC. It should have a fully functional e-commerce site that will allow our 42,000 annual participants to pay via Credit Card at time of registration. In addition it must have a web registration interface that is easy to use as most of the client base are ISSUING OFFICE The SCSU Purchasing Department is issuing this Request For Proposal (RFP) on behalf of SCSU. The SCSU Purchasing Department is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP, and is the only office authorized to change, modify, clarify, etc., the 11

12 specifications, terms, and conditions of this RFP. All communications, including any requests for clarification, concerning this RFP shall be addressed no later than June 5, 2018 in writing or fax to: St. Cloud State University Business Services - AS th Ave. S. St. Cloud, MN Reference : MHSRC Online Registration Enhancements Purchasing Contact: Lisa Sparks (320) Purchasing Fax: (320) lksparks@stcloudstate.edu Section 2 TERMS AND CONDITIONS 2.1 PROPOSAL EVALUATION AND AWARD: The award shall be made in the best interest of the University. This Request for Proposal is not subject to any competitive bidding requirements of Minnesota law. The University reserves the right to accept other than the most financially advantageous proposal. The University reserves the right to accept or reject any and all proposals, to waive any informality in proposals, and unless otherwise specified in writing by the Offeror, to accept any items in any proposal. The University may require oral presentation of one or more Offerors for the purpose of discussion and negotiation. The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Contractor s proposal as negotiated. 2.2 APPLICABLE LAW: This contract shall be governed and interpreted by the laws of the State of Minnesota. 2.3 PARTIES TO THE CONTRACT: The Contract shall be between St. Cloud State University, an agency of Minnesota State Colleges and Universities, (Minnesota State) and the successful Offeror known as the Contractor according to the terms set forth herein. A representative of the University will be responsible for the administration of the Contract, and referred to as the Contract Liaison. 2.4 CONTRACT COMMENCEMENT: It is the intention of the University to commence the resulting Contract on or about July 9, PRICING: All prices quoted should be F.O.B. delivered, set-in-place, installed, and include operator and service technician training. 2.6 DEBRIS REMOVAL: Vendor is responsible for removal of all debris from the SCSU campus. Use of SCSU dumpsters is strictly prohibited. Inspection will be made after completion of work to ensure that project area is left clean. 12

13 2.7 NON-DISCRIMINATION: In connection with the performance of work under this Contract, the Contractor agrees not to discriminate against any University employee or student because of race, color, religion, national origin, sex, marital status, status with regard to public assistance, disability, or age. 2.8 STATE AUDITS: The books, records, documents, and accounting procedures and practices of the CONTRACTOR relevant to this contract shall be subject to examination by the contracting department and the Legislative Auditor. 2.9 AFFIRMATIVE ACTION: Contracts that are one hundred thousand dollars ($100,000.00) or more require a Certificate of Compliance from the State of Minnesota Department of Human Rights. Effective July 1, 2003 The Minnesota Department of Human Rights is authorized to charge a $75.00 fee for each Certificate of Compliance issued. You may submit your affirmative action plan along with a cashier s check or money order in the amount of $75.00 to the Minnesota Department of Human Rights or you may contact the Department for additional information at: Contract Compliance Unit, Minnesota Department of Human Rights, Sibley Square at Mears Park, 190 East 5 th Street, Suite 700, St. Paul, MN 55101, Phone , TTY , Toll Free EQUAL PAY CERTIFICATE OF COMPLIANCE IF TOTAL FEES ARE ANTICIPATED TO EXCEED $500,000, INCLUDING EXTENSION OPTIONS, INCLUDE EQUAL PAY CERTIFICATE PROVISION BELOW. If the Response to this solicitation could be in excess of $500,000, including renewal and extension options, the Responder must obtain an Equal Pay Certificate from the Minnesota Department of Human Rights (MDHR) or claim an exemption prior to contract execution. A responder is exempt if it has not employed more than 40 full-time employees on any single working day in one state during the previous 12 months. Please contact MDHR with questions at: (metro), (toll free), 711 or (MN Relay) or at compliance.mdhr@state.mn.us LICENSES: The successful Contractor(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local, state, and federal licenses SUPERVISION AND INSPECTION: The University will reserve the right to request the removal of any Contractor(s) employee from the performance of the contract if in the judgment of the University, such removal shall be necessary in order to protect the interests of the University AMENDMENTS: The Contract shall not be varied except by an instrument in writing executed subsequently to the execution of the Contract by both parties. 13

14 2.14 CONTRACT TERMINATION: The University may terminate with or without cause the Contract by giving the other not less than thirty (30) days written notice of the intention to terminate as of the specified date. In the event of such a cancellation, the CONTRACTOR shall be entitled to payment, determined on a pro rata basis, for work or services satisfactorily performed INDEMNIFICATION: The Contractor shall indemnify, defend or hold the University harmless: 1.) from and against any claim or demand by third persons for loss, liability or damage, including claims for property damage, personal injury or wrongful death, arising out of any accident thereto occasioned by any act or nuisance made or suffered on the Premises, or by any fire or other destructive force on the Premises or growing out of or caused by any failure on the part of the Contractor to maintain the Premises in a safe condition and shall reimburse the University for all costs and expenses in connection with the defense of such claims; and 2.) from and against all actions, suits, damages, and claims by whomsoever brought or made by reason of the nonobservance or non-performance of any of the terms, covenants and conditions in the Contract or the rules, regulations, ordinances and laws of the United States or the State of Minnesota LAWS TO BE OBSERVED: The Contractor shall observe, perform and comply with or require compliance with all governmental laws, ordinances, rules and regulations of the United States and the State of Minnesota, Minn State, or any department thereof, which in any manner may affect the providing of services required as outlined in this Request for Proposal LIENS: The Contractor shall not commit or suffer any act of neglect whereby the University premises shall become subject to any attachment, lien, or encumbrance whatsoever, except as hereinafter provided, and shall indemnify and hold harmless the University from and against all attachments, liens, charges, and encumbrances and all expenses relating therefrom REIMBURSEMENT OF COSTS: Each Vendor submitting a proposal is responsible for all costs associated with preparing and submitting a complete proposal response, including costs that may be incurred in providing SCSU with additional information. SCSU is under no obligation to reimburse the Vendor for any proposal costs or incur any costs on Vendor's behalf VENDOR SELECTION: The selection of a Vendor and the accompanying award of a contract, should either occur, is at the discretion of SCSU. Implementation of the services covered by executed contracts by any Minnesota State campus other than SCSU will be at the sole discretion of those Minnesota State campuses, and may require modifying addenda applicable solely to those campuses DISPOSITION OF RESPONSES: All materials submitted in response to this RFP will become property of Minnesota State and will become public record after the evaluation process is completed and an award decision made. If the Responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minn, Stat , the Responder must: Clearly mark all trade secret materials in its response at the time the response is submitted. 14

15 Include a statement with its response justifying the trade secret designation for each item, and Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments or damages awarded against the State in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives that State s award of the contract. In submitting a response to this RFP, the Responder agrees that this indemnification survives as long as the trade secret materials are in possession of Minnesota State. Minnesota State will not consider the prices submitted by the Responder to be proprietary or trade secret materials. Responses to this RFP will not be open for public review until Minnesota State decides to pursue a contract and that contract is awarded TARGETED/ECONOMICALLY DISADVANTAGED BUSINESS & INDIVIDUALS: In accordance with Minnesota Rules , subpart B and Minnesota Rules , certified Targeted Group Businesses or individuals submitted proposals as prime contractors will receive up to six percent preference on the evaluation of their proposals. For information regarding certification, contact the Department of Administration, Materials Management Helpline at (651) , TTY (651) INSURANCE: 1. Workers' Compensation Insurance: A. Statutory Compensation Coverage B. Coverage B Employers Liability with limits of not less than: $100,000 Bodily Injury by Disease per Employee $500,000 Bodily Injury by Disease Aggregate $100,000 Bodily Injury by Accident 2. Automobile Liability Insurance A. Minimum Limits of Liability: $2,000,000 Per Occurrence - Bodily Injury and Property Damage Combined Single Limit B. Coverages: Owned Automobile, if any Non-owned Automobile Hired Automobile 3. General Liability Insurance A. Minimum Limits of Liability: $2,000,000 - Per Occurrence $2,000,000 - Annual Aggregate $2,000,000 - Annual Aggregate applying to Products/Completed Operations B. Coverages: Premises and Operations Bodily Injury and Property Damage Personal & Advertising Injury Blanket Contractual Products and Completed Operations Other: Please List Named as Additional Insured: The Board of Trustees of the Minnesota State Colleges and Universities and its officers and members, to include St. Cloud State University, the State of Minnesota, officers and employees of the State of Minnesota, the Architect and its agents (if applicable) shall be named as Additional Insureds. The Additional Insured coverage is limited to insured claims arising out of the Contractor s negligence or the negligence of those for whom the Contractor is responsible, excluding coverage for the Additional Insureds separate or independent negligence. 15

16 Contractor's policy(ies) shall be primary insurance to any other valid and collectible insurance available to the Owner and all Insured Parties with respect to any claim arising out of this contract. The Contractor will provide Owner and all Insured Parties with thirty (30) days advance written notice of cancellations, non-renewals or reduction in limits or coverage or other material change. Contractor is responsible for payment of insurance deductibles. If Contractor is self-insured, a Certification of Self-Insurance must be attached. 4. Professional Liability/Miscellaneous Liability Insurance (Only necessary if there is a professional liability exposure) Coverage for negligent acts, errors or omissions arising out of the performance of professional services included in the contract. A. Minimum Limits of Liability: $2,000,000 - Per Occurrence $2,000,000 - Annual Aggregate B. Any deductible will be the sole responsibility of the Contractor and may not exceed $50,000 without the approval of the State. C. The retroactive or prior acts date of such coverage shall not be after the effective date of this contract. D. The Contractor shall maintain such insurance for a period of at least three (3) years, following completion of the work. If such insurance is discontinued, extended reporting period coverage must be obtained by Contractor to fulfill this requirement. 5. Additional Insurance Conditions A. Contractor s policy(ies) shall be primary insurance to any other valid and collectible insurance available to the State of Minnesota with respect to any claim arising out of the contractor s performance under this contract. B. Contractor s policy(ies) will provide the State of Minnesota with thirty (30) days advance written notice of cancellation. C. Contractor is responsible for payment of contract related insurance premiums and deductibles. D. If Contractor is self-insured, a Certification of Self-Insurance must be attached. E. Contractor s policy(ies) shall include legal defense fees in addition to the liability policy limits, with the exception of 4. above. F. Contractor shall obtain insurance policy(ies) from insurance company(ies) having an AM Best rating of A- (minus), Financial Size Category of VII or better, and authorized to do business in the State of Minnesota. G. An Umbrella or Excess Liability insurance policy may be used to supplement the Contractor s policy limits to satisfy the full policy limits required by the Contract. Section 3 CONTRACT TERMS 3.1 TERMS AND CONDITIONS: The terms and conditions of the Contract will not be changed without prior written consent of both parties. The University reserves the right to obtain services from an alternate contractor should Contractor not be able to provide services when needed. 3.2 CONTRACT DOCUMENTS: It is mutually agreed by and between the State and the Contractor that the University s acceptance of the Contractor s offer by the issuance of a Professional/Technical Services Contract a contract. The Contract entered into by the parties may consist of the Request for Proposal, the signed Proposal submitted by the Contractor, the Standard Contract Form, the General Terms and Conditions, Special Terms and Conditions, and Specifications including all modifications thereof, all of which shall be referred collectively as the Contract Documents. All other communication between the parties, whether oral or written, with reference to the subject matter of this Contract is void and superseded. 16

17 3.3 CONTRACT TERM ; The contract will be for a period of five (5) years. 3.4 CONTRACT ASSIGNMENT: Neither this Contract nor any part hereof shall be assigned, sublet or transferred directly or indirectly without the written consent of the University. 3.5 CONTRACT LIAISON: For purposes of this Contract, the University liaison shall be: Judy Dingmann Minnesota Highway Safety & Research Center St. Cloud State University Phone: (320) Section 4 SPECIFICATIONS AND REQUIREMENTS 4.1 ROLE OF THE VENDOR Background: In October 2017, an analysis was completed on MHSRC s current applications and business processes. The goal of this was to: 1. Review the current business processes and applications in order to recommend the direction of the future systems needed to sustain the current services as well as plan for future growth. 2. Identify process improvement areas to gain efficiencies 3. Identify ways to encourage 55+ students to register on-line for classroom training 4. Identify additional opportunities to generate more revenue. Requirements The current system is a full operating system. The intent is to keep the system operating with minimal amount of disruption while this is being developed and moved into production. This phase will focus on providing a simplified on-line registration process that accepts credit card payment for 55+ students through a software as a service model. Future requirements for the replacement of the Access Application will be handled in future phases, which is outside the scope of this phase. The recommended areas of improvement from the analysis are listed below. The items below are included in the scope for this project. 1. Website Changes / Improvements a. MHSRC landing page message and layout improvements. Work with SCSU web team to implement a different landing page. 1. Following SCSU website template requirements through SCSU hosted Cascade server. List all training provided by MHSRC with links to the appropriate page. All training program links will remain within SCSU site except for the 55+ Driver Discount Program link. This link will redirect to a new application. b. Create a simplified registration process for the 55+ students to register and pay on-line. New tool bar navigation 17

18 Ability for past student s to go directly to their information after completing the lookup function 2. Begin to retire the Microsoft Access Application: Functionality to replace includes: a. New 55+ Registration Process application New student registration 1. Data fields to input student information. 2. Process to register another person at the same time. 3. Ability to choose type of training a. Online b. Classroom i. If chosen, system will find the closet 2 locations to their address. ii. Location will display their address, miles from student s address, and a map image with directions (the map with directions will popup if clicked on. The directions will be from the student s address). iii. Ability to view more locations. iv. Ability to view more date/time options for a location. v. Button to click on to choose a date/time within a location to register. 4. Progress bar to show where they are in the registration process. 5. Returning student link to view past history if entered add new student by mistake. 6. Will need the ability to look up the student to make sure they have not registered before. Match on address. Will need to display a message that says Our records indicate that you have taken a class with us in the past. Then take the student to the LOOKUP screen to find their record or off of the information that they inputted then do the comparison and pull up their record. 7. Review and payment process a. Display the location date/time chosen. b. Option to change date/time. c. Display total amount that will be charged, input credit card information. d. Go to Authorize.net (if that is the chosen provider) and process payment. e. Link to refund policy. 8. Confirmation a. Display message that they are confirmed and have paid. b. Ability to print message with location date/time. c. If new student, info displayed to determine how they want to be contacted in the future for refresher reminder. Past student lookup 1. Instead of login type page, there will be a lookup page 2. There are 3 fields that are mandatory to match. If there are multiple people that match all 3 criteria, then a message will display that says they need to supply additional information, then matches will pull up past student history. 3. Information icon to display where to find their student id, if not known 4. Option to update their information 5. Display if an additional person took the class 6. Ability to register the additional person, remove them from history (disassociate), or register someone else with them. 7. System should know if class was online versus classroom and will display the appropriate next page. a. If the student took an in person class the last time it will display the location for that classroom. The location will have the map & directions. There 18

19 will be a link on this page for them to take the on-line course if they choose that option instead. b. If the student took an on-line course the last time, then the message will say that the last class was on-line, would you like to take your refresher course as an on-line class? If yes, then will continue to the payment screen to finish the process. If no, I would like to take my refresher in a classroom, then the closest locations would populate. c. Ability to view more locations d. Ability to view more date/time options for a location e. Choose a date/time within a location to register or if on-line then a generic register button will be displayed for them to click on. 8. Display date the person took their last class. MHSRC Staff 55+ Registration 1. Staff to look up a student by a. Last Name b. Phone Number c. d. Address e. Student ID 2. Search results will display, if none are found, display None Found message 3. Add new student by clicking on person icon. 4. Ability to remove a student 5. Confirmation message Driver Discount Program Improvements a. Accept Credit Card Payment for all 55+ students utilizing a 3 rd party merchant(currently using Authorize.net) b. Account for classroom & online students in 1 database (1 true source of data) c. Send refresher reminders thru instead of letters (collection of & cell phone to prepare for this change) 4. Minnesota Highway Safety and Research Center Program Improvements a. Automate lookup of past specialized training recorders High Level Process Flow The process below is a high level diagram of the requirements. 19

20 55+ Student Registration Online Registration Call Center Registration Redirect for Online Course Payment for all 55+ Registrations All 55+ Registration through same form Web Form Address Validation Load Class Locations to find closest locations & Directions rst Data Feed Student Info Data Snyc Process MHSRC Access Application Functionality Remains Manage Classes Manage Locations Manage Instructors Manage Business Clients Process Class Financials Advertising 20

21 Process Flow The following explains the design and infrastructure of a custom application that meets the requirements. 02 Website 55+ Main Click on CLICK HERE or Login Icon Click on On-Line Training Click on Classroom Training 08 Website 55+ Login Student info will populate Past Classroom or Online Register Class New Online Direct 8hr class with other company Process Took class with other company. Manual Process Register Class New Not New. Class with MHSRC Register Class New Classroom. Display student info and if addtl student also attended 19 Click on Returning student 08 Website 55_ login New student registered. Chose On-line course New Student. Classroom. Can add addtl student Online Exist Student Classroom 55+ Orig Online Decided on On-line class. Click on CLICK HERE. 55+ Exist Student Classroom location Click on Register Change Date/time Register Class New Locations Click on REGISTER for the location/date/time Classroom Pay 8 hr Enter cc info click on Submit Classroom payment Click on SUBMIT Classroom payment confirm end Classroom Pay 8 hr Confirm end 21

22 Infrastructure Options 22

23 Cloud Hosting This will need to be a software as a service application hosted and supported by the vendor creating the application. Support for the application post Go Live will be provided by the vendor. The support will be defined within a Service Level Agreement and meet all State of Minnesota and Minnesota State System laws, restrictions and technical/data security requirements. Here is an example of a Microsoft Azure hosting solution. The hosting solution is negotiable, the final chosen solution will need to meet all State of Minnesota and Minnesota State System laws, restrictions and technical/data security requirements and be approved by St. Cloud State University Information Technology Services. Microsoft Azure Estimate Service type Region Description Estimated Cost App Service West US 1 instance(s) x 744 Hours, Size: S3, Standard tier, 0 SNI connection(s), 1 IP connection(s) $ App Service West US 1 instance(s) x 744 Hours, Size: B1, Basic tier, 0 SNI connection(s), 0 IP connection(s) $55.80 App Service West US 1 instance(s) x 744 Hours, Size: B1, Basic tier, 0 SNI connection(s), 1 IP connection(s) $94.80 SQL Database East US Single Database, Standard tier, S3 level, 100 DTUs, 1024 GB storage per DB $ SQL Database East US Single Database, Standard tier, S1 level, 20 DTUs, 250 GB storage per DB $30.00 SQL Database East US Single Database, Standard tier, S1 level, 20 DTUs, 250 GB storage per DB $30.00 Support Support $ TECHNICAL REQUIREMENTS: How will we get our data back if we decide to move elsewhere? What are the authentication/authorization mechanisms? What options do we have to see logs in the event of a suspected security event? Do we need to agree to terms from any 3 rd party (ex: Google/USPS) Do we have access to data via an API or file-based data exports in an automated/programmatic way? What admin roles are provided, how is that admin access secured? Specify browsers, systems, and devices (including Mac, All mobile handheld devices, etc.) supported What forms of authentication and authorization does your application support? LDAP/CAS/etc Does the product support SAML authentication? Do you support multiple factors of authentication (MFA)? How is your system hosted? In your data center? Do you rely upon other companies to host your system? What components of your product are offered as Software as a Service? Please describe your development, testing, and production environments. How do upgrades work for testing? Where is the data located, physically? How is the data stored and encrypted? How will the data be re-patriated to the university at the end of the contract engagement? What rights to use SCSU data do you or your sub-vendors propose to have? Define the technical requirements for your solution What on-premises components are required to integrate with our current system / platform? 23

24 Does your system integrate with other applications or software not provided by your company (Outlook calendars, for instance)? If yes, what are they and what is required for access to SCSU data/authentication services? Clearly explain your solution to transfer data Do you use any third-party services, such as Google, within your product that would require SCSU to sign terms and conditions with them also? What options of data (i.e.: name, address, etc. ) will be put into the system? Data transit controls how are you securing data in transit? Do we have access to data collected? If yes, how is this data made accessible? Do you provide analytics, including usage analytics? Vendor must have own merchant service for credit cards. What is functionality of your system? Who pays credit card fees? Currently, the University s extra fees are built into a purchase, such as a class or membership What is your fee structure for online environment, such as merchant services, fees, taxes, etc.? Currently, the University piggy backs off the state of MN colleges and university system Confirm credit card information is not retained Do you outsource any components of your system and/or service offerings? If so, please describe who you outsource to and why Describe your organization s product and service roadmap and plan for future development What is your investment into research and development? How often is your system upgraded? Are new releases provided to clients at no additional cost? Are all customers on the most current release of your platform? Describe the type of support you provide during upgrades and releases Is your system available 24/7/365? What is the system uptime? What was the up-time of the application (not including maintenance) please explain from the last three years? When is maintenance performed? How is this communicated to your clients? Is there a detailed audit trail of all changes made in the platform? How long is this data maintained in the platform? Name your 5 largest clients, and list how long have they been clients How many people are in your internal tech support team and do they provide 24/7 coverage? What is your turnaround time for technical service outages? What percentage of the project manager s time will be dedicated to our project? What performance guarantees are included? Can you demonstrate successful similar deployments? Do you offer robust integration? Please explain your timeline of development of functionality of this specific module of your software The University would like to hear about your recommendations, what questions have we not asked? Describe data backup, retention, and recovery approach and responsibilities. Outline your process for system recovery Specify who owns the data and how it will be used by you and others related to you. Explain options/costs involved for transferring data in the event the business relationship is terminated by either party The system must maintain an audit trail of events that tracks access, data changes (successful and unsuccessful), elevation or changes in user rights, and retain original data and user name of the person modifying or viewing an item. Vendor must specify scope audit capabilities to customer Explain how we access data and logs if we need to for investigation or verification of transactions or other reporting What is the data integration expectation from SCSU? 24

25 Describe your data security controls to safeguard student data as defined by Minnesota Government Data Practices Act and to ensure compliance Vendor agrees to establish security procedures to protect cardholder data and comply with the Payment Card Industry Data Security Standard. Vendor can find details of the PCI DSS at Vendor agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of cardholder data. In the event of a breach of any of Vendor's security obligations or other event requiring notification under applicable law, Vendor agrees to assume responsibility for informing all such individuals in accordance with applicable law and to indemnify, hold harmless and defend Minnesota State Colleges and Universities and [College or University] and its trustees, officers, and employees from and against any claims, damages, or other harm related to such a breach Describe how your application supports role-based access controls? Describe the ability of campus administrators to assign and control access to individual students. What level of logging is available? Describe the ability of campus administrators to assign and control access to individuals. What level of logging is available? Payment options is there credit card integration with third party gateways? Do you integrate with our student campus card with Blackboard? We do not want to store or process payment card information, we will need third party processing Data transit controls are you securing data in transit? The University would like to hear about your recommendations, what questions have we not asked? 4.3 WARRANTY: The vendor shall unconditionally warrant the product as being free from defect and capable of performing to the requirements of this proposal when operated by SCSU. Within one (1) year from final acceptance of the product, the bidder shall correct all errors subsequently discovered in the design not due to the fault and negligence of SCSU and without charge Warranty shall cover performance of the product within the limits of sensitivity, accuracy, stability, and reproducibility as per the specifications outlined in this proposal, including hardware and software (where applicable). Such warranty shall include all parts, labor and transportation necessary to provide complete system coverage The vendor must host, supply up to 20 hours of maintenance and support hours for this product on an annual basis. 4.4 POST-DELIVERY PERFORMANCE AND REMEDY FOR FAILURE: System failure resulting from unavailability of parts and sub-assemblies, subject to the control of the vendor, beyond five (5) calendar days will extend the warranty period two (2) days for each additional day of unavailability. Failure of any system component, accessory or option which results in downtime of that failed unit thus hampering total system capability will be corrected within three (3) calendar days of notification or will extend the warranty period as above. 4.5 ACCEPTANCE TESTING: Subsequent to completion of installation of equipment, SCSU shall perform a series of acceptance tests to verify equipment performance in accordance with the requirements of our Specification for Performance. Upon successful completion of acceptance testing we shall provide seller with written notification of acceptance. 25

26 4.6 DELIVERY: Vendors must specify delivery based on the activities below and timelines agreed upon between parties at which time current expenditures will be paid to the Vendor Indicate start and end dates for each of these phases to ensure that go live is on or before November 1, Activity Description Start Date End Date Screen Design Using the initial design of the application, a detailed review of each screen and process will occur to finalize them System Setup The infrastructure will be setup along with the developers workstations Development Actual development will begin. There are base templates and processes to create that can start before the design is finalized System Testing Throughout the development cycle system testing will occur UAT Complete process testing by MHSRC staff GO Live Activities to prep environment. System will be live On or before November 1, PAYMENT: Upon completion of the development phase, the vendor will receive a payment of 25%. Upon production release (Go Live) the vendor will receive a payment of 25%. The remaining 50% will be received by the vendor the product has been in production (live) for 30 days Hosting costs begins after the warranty period SCSU may entertain cloud hosting being contracted and paid through SCSU. 4.8 FINAL ACCEPTANCE: It shall be mutually understood and agreed that final acceptance of the aforementioned equipment and services shall not occur until at least a thirty (30) consecutive day but not more than a sixty (60) consecutive day successful operational and testing period by SCSU personnel to commence on the day following completion of installation and testing by seller. Commencement of any warranty period shall not begin until after final acceptance of the equipment by SCSU. 4.9 COSTS: List and identify all the costs associated with the development, testing and training of this product List and identify all costs associated 20 hours of maintenance and support hours on an annual basis List and identify all costs associated with hosting the cloud based solution on an annual basis List and identify an hourly rate for additional maintenance if needed, determined by Minnesota Highway Safety & Resource Center (MHSRC) Is there any other alternative way you would handle the maintenance and support? 26

27 SAMPLE CONTRACT P.O. Number [INSTRUCTIONS FOR COMPLETING THIS FORM ARE IN ITALICS AND BRACKETS. PLEASE COMPLETE EVERY FIELD AND DELETE ALL INSTRUCTIONS INCLUDING THE BRACKETS.] STATE OF MINNESOTA MINNESOTA STATE COLLEGES AND UNIVERSITIES [INSERT NAME OF COLLEGE/UNIVERSITY/SYSTEM OFFICE] PROFESSIONAL/TECHNICAL SERVICES CONTRACT THIS CONTRACT, and amendments and supplements thereto, is between the State of Minnesota, acting through its Board of Trustees of the Minnesota State Colleges and Universities, on behalf of [INSERT NAME OF COLLEGE/UNIVERSITY/SYSTEM OFFICE] (hereinafter Minnesota State), and [INSERT CONTRACTOR S LEGAL NAME AND FULL ADDRESS. DO NOT ONLY USE A PO BOX.], an independent contractor, not an employee of the State of Minnesota (hereinafter CONTRACTOR). WHEREAS, Minnesota State, pursuant to Minnesota Statutes Chapter 136F, is empowered to procure from time to time certain professional/technical services, and WHEREAS, Minnesota State is in need of professional/technical services, and WHEREAS, the CONTRACTOR represents it is duly qualified and willing to perform the services set forth in this contract and [DELETE THE FOLLOWING CLAUSES IF CONTRACTOR IS NOT AN INDIVIDUAL. IF CONTRACTOR IS AN INDIVIDUAL, THEY MUST BE INCLUDED.] WHEREAS, the CONTRACTOR represents that he / she is not a current state employee, and WHEREAS, the CONTRACTOR represents that he / she has not received an early separation incentive under Minnesota State Colleges and Universities Board Policy 4.11, Board Early Separation Incentive Program (BESI), during the one year post-separation period prior to the effective date of this contract. NOW, THEREFORE, it is agreed: 1. TERM OF CONTRACT. This contract is effective on [INSERT FULL DATE (e.g., January 29, 2013)] or upon the date the final required signature is obtained by Minnesota State, whichever occurs later, and shall remain in effect until [INSERT FULL DATE (e.g., June 15, 2013)] or until all obligations set forth in this contract have been satisfactorily fulfilled, whichever occurs first. The CONTRACTOR understands that no work should begin under this contract until all required signatures have been obtained and the CONTRACTOR is notified to begin work by Minnesota State s authorized representative. 2. CONTRACTOR S DUTIES. The CONTRACTOR will: [PROVIDE SUFFICIENT DETAIL IN THE DUTIES SO THAT YOU CAN HOLD THE CONTRACTOR ACCOUNTABLE FOR THIS WORK. DO THIS BY EITHER: 1) LISTING THE CONTRACTOR S DUTIES, DELIVERABLES, AND COMPLETION DATES WITH PRECISE DETAIL HERE OR 2) USING AN EXHIBIT THAT CONTAINS THE PRECISE DUTIES AND DELIVERABLES, NOT THE PROPOSAL. YOU MUST INDICATE THAT AN EXHIBIT IS INCORPORATED INTO THE CONTRACT, SUCH AS Perform the duties specified in Exhibit A, which is attached and incorporated into this contract. ] 3. CONSIDERATION AND TERMS OF PAYMENT. 27