In order to assure adequate seating and other accommodations at the pre-proposal conference, please e-mail the Pre-Proposal Conference Response Form (Attachment E) no later than the time and date indicated on the form. In addition, if there is a need for sign language interpretation and/or other special accommodations due to a disability, please call the Procurement Officer no later than five (5) business days prior to the pre-proposal conference. The College will make reasonable efforts to provide such special accommodation. eMaryland Marketplace (eMM) eMaryland Marketplace (eMM) is an electronic commerce system administered by the Maryland Department of General Services (DGS). In addition to using the BCCC’s website and possibly using other means for transmitting the RFP and associated materials, the RFP, pre-proposal conference summary and attendance sheet, Offerors’ questions and the Procurement Officer’s responses, addenda, and other solicitation related information will be made available via eMM. In order to receive a contract award, a company must be registered on eMM. Guidelines can be found on the eMaryland Marketplace website at http://emaryland.buyspeed.com. Questions All questions shall be submitted via e-mail to the Procurement Officer no later than the date and time indicated in the Key Information Summary Sheet. Please identify in the subject line the Solicitation Number and Title. Answers to all questions that are not clearly specific only to the requestor will be distributed to all companies the same as for RFP amendments and posted on eMM. Procurement Method The Contract will be awarded in accordance with the Competitive Sealed Proposals procurement method as described in COMAR 21.05.03. Proposals Due (Closing) Date and Time Proposals, in the number and form set forth in , must be received by the Procurement Officer listed on the Key Information Summary Sheet, no later than the date and time listed on the Key Information Summary Sheet in order to be considered. Requests for extension of this date or time shall not be granted. Offerors mailing Proposals should allow sufficient mail delivery time to ensure timely receipt by the Procurement Officer. Except as provided in COMAR 21.05.02.10, Proposals received by the Procurement Officer after the due date and time shall not be considered. Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the Proposals due date and time. Proposals delivered by facsimile or e-mail shall not be considered.
E Offeror Technical Response to RFP Requirements and Proposed Work Plan Respond to each of the Scope of Work requirements See *Note: Page limit does not include sample documents from Section 3.5.3.1 or Attachment Z – Functional Requirements Document. 60* F Experience and Qualifications of Proposed Staff Describe the proposed team and include resumes for key staff. Complete the staffing matrix, skill matrices, and provide all requested information. See Page limit does not include the resumes or the letters of intended commitment. 3 G Offeror Qualifications and Capabilities Provide the required background information about the Offeror’s company. See 2 H References Provide references for work completed of similar size and scope. See 6 I List of Current or Prior State Contracts Provide information related to other Maryland contracts. See 2 J Financial Capability Provide the requested information demonstrating financial capability to execute the project. See K Certificate of Insurance Provide the requested insurance coverage information. See 2 L Subcontractors Provide the requested information for all subcontractors that will work on the contract if the Offeror receives an award. Include the requested information (similar to Tab G) for major subcontractors. See 2 M Legal Action Summary Provide the requested information. See 1 N Economic Benefit Factors Describe the benefits that will accrue to the Maryland economy as a direct or indirect result of its performance of this contract. See 2 O Additional Required Technical Submissions Complete and provide the required Attachments. See NA P Additional Submissions Offerors shall furnish any and all agreements the Offeror expects the State NA
A statement as to whether there are any outstanding legal actions or potential claims against the Offeror and a brief description of any action; A brief description of any settled or closed legal actions or claims against the Offeror over the past five (5) years; A description of any judgments against the Offeror within the past five (5) years, including the court, case name, complaint number, and a brief description of the final ruling or determination; and In instances where litigation is on-going and the Offeror has been directed not to disclose information by the court, provide the name of the judge and location of the court. Economic Benefit Factors (Submit under TAB N) The Offeror shall submit with its Proposal a narrative describing the benefits that will accrue to the Maryland economy as a direct or indirect result of its performance of this contract. Proposals will be evaluated to assess the benefit to Maryland’s economy specifically offered. See COMAR 21.05.03.03A(3). Proposals that identify specific benefits as being contractually enforceable commitments will be rated more favorably than Proposals that do not identify specific benefits as contractual commitments, all other factors being equal. Offerors shall identify any performance guarantees that will be enforceable by the College if the full level of promised benefit is not achieved during the Contract term. As applicable, for the full duration of the Contract, including any renewal period, or until the commitment is satisfied, the Contractor shall provide to the Contract Manager or other designated agency personnel reports of the actual attainment of each benefit listed in response to this section. These benefit attainment reports shall be provided quarterly, unless elsewhere in these specifications a different reporting frequency is stated. Please note that in responding to this section, the following do not generally constitute economic benefits to be derived from this Contract: generic statements that the College will benefit from the Offeror’s superior performance under the Contract; descriptions of the number of Offeror employees located in Maryland other than those that will be performing work under this Contract; or tax revenues from Maryland-based employees or locations, other than those that will be performing, or used to perform, work under this Contract. Discussion of Maryland-based employees or locations may be appropriate if the Offeror makes some projection or guarantee of increased or retained presence based upon being awarded this Contract. Examples of economic benefits to be derived from a contract may include any of the following. For each factor identified below, identify the specific benefit and contractual commitments and provide a breakdown of expenditures in that category:
If required (see ), this Attachment must be completed and submitted within five (5) Business Days of receiving notification of recommendation for award. However, to expedite processing, it is suggested that this document be completed and submitted with the Technical Proposal. ATTACHMENT K – HIPAA Business Associate Agreement If required (), this Attachment is to be completed and submitted within five (5) Business Days of receiving notification of recommendation for award. However, to expedite processing, it is suggested that this document be completed and submitted with the Technical Proposal. ATTACHMENT L – Mercury Affidavit If required (see ), this Attachment must be completed and submitted with the Technical Proposal. ATTACHMENT M – Veteran-Owned Small Business Enterprise Forms If required (see ), these Attachments include the VSBE Attachments M-1 through M-4. Attachment M-1 must be completed and submitted with the Technical Proposal. Attachment M-2 is required to be submitted within ten (10) Business Days of receiving notification of recommendation for award. ATTACHMENT N – Location of the Performance of Services Disclosure If required (see ), this Attachment must be completed and submitted with the Technical Proposal. ATTACHMENT O – Department of Human Resources (DHR) Hiring Agreement If required (see ), this Attachment is to be completed and submitted within five (5) Business Days of receiving notification of recommendation for award. ATTACHMENT P – Non-Disclosure Agreement (Offeror) If required (see Section 1.37), this Attachment is to be completed and submitted prior to viewing any documentation set aside in a reading room in advance of the RFP due date. ATTACHMENT Q - Labor Classification Personnel Resume Summary If required, this Attachment is to be completed and submitted with the Technical Proposal. ATTACHMENT R – Agency Deliverable Product Acceptance Form (DPAF) If required, this Attachment is to be completed upon deliverable acceptance by the State. ATTACHMENT S – Sample Work Order If required, this Attachment is to be completed by the College for any additional work under the general scope of this contract ATTACHMENT T – Labor Categories A listing of sample labor categories, including descriptions, education and experience requirements. ATTACHMENT U –BCCC Current State Business Process Analysis
The Commissioner of Labor and Industry reserves the right to request payroll records and other data that the Commissioner deems sufficient to confirm these affirmations at any time. Name of Authorized Representative: _______________________________________ _____________________________________________________________________ Signature of Authorized Representative Date _____________________________________________________________________ Title _____________________________________________________________________ Witness Name (Typed or Printed) ______________________________________________________________________ Witness Signature Date (submit with Bid/Proposal)
Phone Number: ____________________________________________________________________
BCCC CURRENT STATE BUSINESS PROCESS ANALYSIS: DEPARTMENTAL PRIORITY AND SATISFACTION Background: The College surveyed key users on the priority and satisfaction of current key business processes in October 2014. Users were asked to rate current business processes on a scale of 1-5, with 5 being “Critical Priority” or “Very Satisfied” and 1 being “Lowest Priority” or “Very Dissatisfied”. These legacy processes are not linked to the future system requirements, but are provided here to: Illuminate high priority processes for College stakeholders Illuminate areas of low satisfaction Note: This is not a comprehensive list of legacy business processes. Num Department Area Key Process Description Priority (1-5) Satisfaction (1-5) 1 Academic Affairs General Courses -- Process of determining course demand and anticipated courses. 4.47 2.42 2 Academic Affairs General Learning Management System Interface -- Process for accessing online courses and tracking results (Blackboard, Canvas, MyLabsPlus, Tutor Track, etc.) 4.41 3.2 3 Academic Affairs General Bookstore credit line -- Process where bookstore student credit line is calculated for financial aid students and uploaded into POS. 4.4 3.19 4 Academic Affairs General Bookstore receipts -- Process where bookstore receipts are loaded into student accounting (Nebraska bookstore system to SOAR) as a bookstore charge. 4.36 3.31 5 Academic Affairs General Master Schedules -- Process of scheduling classes 4.35 2.72 6 Academic Affairs General Maintain Dental Hygiene Information -- Process of maintaining student and patient information 4.29 3.27 7 Academic Affairs General Enrollment Management -- Process for managing communications and interactions with students (SIMS, Hobsons). 4.15 2.4 8 Academic Affairs General Integrated Library System -- Processes for delivering and tracking delivery of any and all communications to constituents via public and/or customized web sites and services, including chat, instant messaging, podcasts, message boards, wikis, blogs, social networking sites, etc. 4.06 3.07
22 Student Affairs Advising Advising/Withdrawal -- Process of assisting students with withdrawing from a class after the add/drop period 4 3 23 Student Affairs Advising International Student Advising -- Process of advising international students on course of study and visa requirements. 3.83 3.6 24 Student Affairs Advising Transfer Advising -- Process of advertising options for transferring to 4-year institutions and advising students (US citizen, international) on scholarships and academics. 3.75 3 25 Student Affairs Advising Tele counsel -- Process of tele counseling prospects. 3.75 3 26 Student Affairs Advising Advising Referrals -- Process of referring students to judicial affairs, academic departments, or other resources. 3.75 3.67 27 Student Affairs Financial Aid Financial Aid Processing -- Process to determine student financial aid eligibility 4.77 3.29 28 Student Affairs Financial Aid Satisfactory Academic Progress -- Monitor and flag students not meeting academic progress required to receive financial aid 4.73 3 29 Student Affairs Financial Aid Chapter 7 Grants -- Process for managing all funds awarded and disbursed to students. This process allows the administrator to track the level of funds that are available by type. 4.67 3.14 30 Student Affairs Financial Aid Scholarship Management -- Process in which students are identified for scholarships based on certain criteria by different departments. 4.64 2.91 31 Student Affairs Financial Aid Financial Aid Disbursement Reporting -- Process to interface with federal and State systems to extract and submit financial aid awards information (to USDOE via COD and to MHEC via MDCAPS) 4.6 3.2 32 Student Affairs Financial Aid Curriculum Tracking -- Process to restrict Financial Aid to students based on curriculum 4.6 3.5 33 Student Affairs Financial Aid Process for importing ISIRS records (FAFSA data) -- Process by which demographics, pertinent student data are retrieved from the FAFSA for purposes of creating student financial aid record; 4.56 3.4 34 Student Affairs Financial Aid Transmit and Track Title III Grant data to Department of Education -- Process for producing funds disbursement reports. 4.5 3.29
35 Student Affairs Financial Aid Department of Education, Perkins Grant Dispersal -- Process for managing all funds awarded and disbursed to students. 4.5 3.75 36 Student Affairs Financial Aid Awarding -- Ability to package and re-package student awards (federal, state, and institutional) 4.43 3.75 37 Student Affairs Financial Aid Tracking -- Ability to track student financial aid packages based on Dept. of Education comment codes (e.g. verification required) 4.4 4 38 Student Affairs Financial Aid Academic Works -- Interface for Academic Works 4.4 5 39 Student Affairs Financial Aid Gainful Employment -- Process to gather and publish Gainful Employment data to BCCC website 4 3.33 40 Student Affairs General Non-Cash Adjustments -- The process of making non-cash adjustments to student accounts 4.86 2.8 41 Student Affairs General Academic Progress -- Process of running degree audit to determine student progress toward earning degree or completing a program 4.82 2.61 42 Student Affairs General Academic Records -- Process of tracking student data. 4.72 3.5 43 Student Affairs General Dropped for Non-Payment -- Process for dropping students for non-payment 4.71 2.47 44 Student Affairs General Add/Drop Processing -- Process of adding/dropping courses. 4.71 2.94 45 Student Affairs General Stop Registration Code Processing -- Process of entering stop registration codes from other departments 4.71 3.09 46 Student Affairs General FTE and Enrollment Reporting -- Process for generating FTE and enrollment reports 4.69 3.55 47 Student Affairs General e-Commerce transactions (online payments) -- Process of posting various charges and deferments to student accounts, including transactions. (Nelnet and peer transfer for international students. Also have an online portal that uses PayPal.) 4.67 2.88
62 Student Affairs General Degree Information System (Maryland Higher Education Commission) -- Process for verification of all degree/certificate granting processes 4.27 4 63 Student Affairs General Submit data to US Dept. of Veteran Affairs -- Process of submitting veteran student data for eligibility 4.2 2.75 64 Student Affairs General Send Transcripts Electronically -- Process of receiving/sending electronic transcripts. 4.07 2.78
11 Maintenance Manual (Begin) – details effective system maintenance. Appendices might document maintenance procedures, standards, or other essential information on areas such as backup, networking and connectivity, access and authentication, cabling, and critical services. This manual is not applicable for SaaS-only projects. Design - SDLC Phase 5 12 Training Plan – outlines training needs for end users on the new or enhanced information system. Design - SDLC Phase 5 13 User Manual (Begin) – describes to end users how to make full use of the information system, including system functions and capabilities, contingencies and alternate modes of operation, and step-by-step procedures for system access and use. Design - SDLC Phase 5 14 Requirements Traceability Matrix (Update) – a table that links requirements to their origins and traces them throughout the project life cycle. Design - SDLC Phase 5 17 Software Development Document – details the provisions, including specific coding instructions, unit test cases, and scripts, for developing and/or modifying each unit or module of the system; also includes development procedures for issue tracking and configuration management and any other information that aids in building the functionality of the system. Develop - SDLC Phase 6 18 System (Application) Software – file or set of files that contain the application or software code on discs or other media. Develop - SDLC Phase 6 19 Test Data – contains dummy data used for testing; the data is not sensitive or live. Develop - SDLC Phase 6 20 Integration Document – describes the assembly and interaction of the hardware, software, and any other components of the system. This document is not applicable for projects that only implement Software-as-a-Service. Develop - SDLC Phase 6 21 Test Analysis Report(s) – presents a description of the unit tests and the results mapped to the system requirements; also identifies system capabilities and deficiencies. Develop - SDLC Phase 6 22 Conversion Plan (Update) – describes the strategies and approaches for converting/migrating data from an existing system to another hardware or software environment. Develop - SDLC Phase 6 23 Implementation Plan (Update) – describes how the information system will be deployed as an operational system. Develop - SDLC Phase 6 24 Operations Manual or Systems Administration Manual – The Operations Manual focuses on mainframe systems; the Systems Administration Manual is oriented toward distributed (client/server) applications. These manuals are not applicable for SaaS-only projects. Develop - SDLC Phase 6
6 Student 1 EDExpress, part of standard Financial Aid system System used to load files to Regent. Bidirectional Daily 7 Student 1 VA-ONCE Payer of tuition assistance for Veterans. Manually enter information Upload Daily 8 Student 1 Articulation System for Transfer of Credit in Maryland (ARTSYS) Maryland system to transfer college credit to/from BCCC XLS Upload Monthly 9 Student 1 Payer of tuition assistance. Requires Bursar to certify to Americorps that the student is registered. Database (Enter information manually) Bidirectional Daily 10 Student 1 Payer of tuition assistance from US military for active duty, reservists, and National Guard XLS Bidirectional Quarterly 11 Student 1 Payer of tuition assistance from US military for active duty, reservists, and National Guard XLS Bidirectional Quarterly 12 Student 1 Payer of tuition assistance from US military for active duty, reservists, and National Guard XLS Bidirectional Quarterly 13 Student 1 Nebraska Bookstore System System that holds accounts for book accounts (credits) and sales (debits). TBD (XML available) Bidirectional Daily
14 Student 1 Student payment system that allows for installment payment plans, international payments, etc. Interfaces for financial aid refunds; may be called to do student invoicing in the future. XML, XLSX (HPLAN accepts only ASCII files) Bidirectional Daily (deferred payment agreements), Bi-monthly (payments collected) 15 Student 1 Serves as BCCC's online credit card authorization service (PayFloPro) and payment processer for e-commerce transactions. ASCII Bidirectional Daily 16 Student 1 International payment processor (wire transfers) CSV Download only Daily 17 Student 1 EDConnect Part of standard Financial Aid software Bidirectional Daily 18 Student 1 Student and Exchange Visitor Information System (SEVIS) (ICE.gov) Federal immigration system that processes visas for international students. Database Reports (HTML, TEXT) Bidirectional Daily 19 Student 1 MD CAPS is MHEC's comprehensive financial aid system that allows BCCC to process State scholarship applications and allocate funds more efficiently. Bidirectional Daily 20 Finance 2 State of Maryland Central Payroll System State of Maryland payroll system N/A Bidirectional Weekly 21 Human Resources 2 State of Maryland Benefits System (BAS) State of Maryland benefits system Database Download only Twice a week
24 Student CRM Student Services management program that also helps the TRIO/SSS-STAIRS program prepare and submit the Annual Performance Report to the U.S. Department of Education. Currently, there is no interface between BLUMEN and SIMS so student data from SIMS are manually entered into BLUMEN. Ability to interface BLUMEN with SIMS is critical for efficient and effective program operations. 25 Student Learning Management System (LMS) 26 Student Financial Aid Administrators, Servicers, or other officials use this web site to perform a variety of functions related to student/award/disbursement data for Pell, Direct Loan, and Teach Grant programs. 27 Student EDExpress software is a PC application that processes, packages, and manages Title IV student financial aid records. The U.S. Department of Education (ED) provides EDExpress to educational institutions that participate in its Electronic Data Exchange (EDE) process. 28 Student Electronic Transcript System (by the University of Maryland) System used to process requests. 29 Student Legacy on-premises financial aid software. Must be retired fully by June 2017. 30 Student Work order system for facilities maintenance requests. Maintenance Direct is a Cloud-based corrective work order management solution that allows you to manage the work order process from request to completion. Modules include: preventative maintenance, inventory management, capital forecasting, building automation, event scheduling, IT incident management. 31 Student Student conduct system, 100% web-based hosted in vendor's secure data center, FERPA compliant. 32 Student Online homework, tutorial, and assessment system. 33 Student SIGI III career development software
17 Track Students for Academic warning or dismissal Student Affairs Student Success Center Systems 18 Track testing appointment and results for LOEP tests Levels Of English Proficiency (LOEP) test support database 19 Transfer Transcripts Registrar SIMS -COLLEGE 20 Access Authentication (LDAP) Infrastructure Active Directory 21 Analytics and Reporting Campus Wide Cogno Quiz 22 Assess adult basic reading, math, listening, writing and speaking skills BCED CASAS (MD) 23 Create queries and reports Campus Wide Super Tool 24 E-commerce transactions (online payments) Finance PayPal 25 Financial Aid Financial Aid Regent Enterprise 26 Provide email, contact to mobile devices Infrastructure BES server 27 Scholarship Management Financial Aid Regent Enterprise 28 Send Transcripts Electronically Registration Electronic Transcripts System 29 Transmit Title IV Grant data to Department of Education Financial Aid Common Origination and Disbursement (COD) 30 Web Content Management Campus Wide School Wire 31 Alumni Management Advancement The Raiser's Edge 32 Articulation System for Transfer Credits` Registration / Admissions ARTSYS 33 Bookstore transactions Bookstore Nebraska Bookstore POS 34 Campaign Management Campus Wide The Raiser's Edge
35 Career Guidance Student Affairs SIGI (System of interactive Guidance and Information) 36 Document Imaging enabled Campus Wide OTG, EMS 37 Electronic Academic Testing System Testing Center ACCUPACER 38 Emergency notification system Campus Wide e2Campus 39 Event Management Campus Wide Resource 25 (Schedule25) 40 Fund Raising `Advancement The Raiser's Edge 41 Identify Life Cycle Manager Computer and Information Technology Systems Identity Management System 42 Learning Management System Interface Student Affairs Blackboard 43 Maintain Dental Hygiene Information Medical Dental (CDR) Allied health 44 Score CASAS test and Students BCED TOPSpro 45 Security System Public Safety LENEL 46 Student and Exchange Visitor Information System Admissions SEVIS 47 Student status information Institutional Research Student Status Confirmation Report (SCCR) 48 Submit data to US Dept. of Veteran Affairs Registration VAONCE System 49 Track parking permits and payment Public Safety Pre-Tax Parking System 50 Track title III student Data Grants Tutor Track 51 IPEDS (Integrated Post Secondary Education) Institutional Research Tran Track 52 Integrated Library Systems Student Affairs SIRSI
53 Volunteer Management Advancement The Raiser's Edge 54 1099 Reporting Finance FMIS - R*STARS 55 Accounting Finance FMIS - BPREP 56 Accounts Payable Finance FMIS - R*STARS 57 Adult Education and Literacy System BCED Literacy Works Information Systems (LWIS) 58 Asset Tracking Finance AssetWin 59 Automated Correspondence (email notification) Admissions N/A 60 Billing and Cash Receipts Student Accounting FMIS - R*STARS 61 Budget Finance FMIS - BPREP 62 Budgeting and Planning Finance FMIS - BPREP 63 Career Services Student Affairs Career Tech (CTE) 64 Customer Relationship Management Campus Wide N/A 65 Degree Information System (Maryland Higher Education Commission) Registration DIS 66 Department of Education, Perkins Grant Dispersals Financial Aid Division of Vocational - technical Education (DVTE) 67 Enrollment Information System (Maryland Higher Education Commission) Registration EIS 68 Executive Dashboard Campus Wide N/A 69 Faculty/Staff Recruiting Human Resources Track-it Personnel 70 Financial Forecasting Finance N/A 71 Grants Management Grants N/A 72 Help Desk Automated Ticket Tracking Campus Wide Help STAR
73 Human Resources Federal Data collection Human Resources FMIS - HRMS 74 Human resources Human Resources Track-it 75 Online Admission applications Admissions SIMS - COLLEGE 76 Part-Time Employees / Faculty Human Resources PEACE 77 Payroll Finance POSITIVE TIME REPORT (PPTR) FT 78 Purchasing (electronic) Procurement FMIS - ADPICS 79 Sends data from the college to the US Department of Education (FASFA data) Financial Aid Electronic Data Exchange 80 Store and process budget and contract records Finance Budget - Database 81 Student Degree, Diploma and external Enrollment Verification Student Affairs Clearinghouse 82 Telecounsel Admissions N/A 83 Track Service Requests - Facilities Facilities Schooldude 84 Update WIA individual training accounts Student Affairs Federal Workforce Investment Act (WIA) 85 Workflow Automation Campus Wide N/A