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Software and Implementation Services for ERP and SIS

RFP 19-002

Pre-proposal Q & A meeting: November 14, 2019 @ 11 am PST via Zoom (https://calbright.zoom.us/j/609398600)

Meeting ID: 609 398 600

Filing Deadline: 12:00 pm PST, WEDNESDAY, NOVEMBER 27, 2019

Filing Method: File proposals electronically through the Calbright College PlanetBids portal. The link to the Bid Portal may be found at: https://www.planetbids.com/portal/portal.cfm?CompanyID=40988

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Table of Contents

Document Overview 4

SECTION 1 – BACKGROUND on CALBRIGHT 5

SECTION 2 - SCOPE OF WORK 7

SECTION 3 – VENDOR INSTRUCTIONS for CONTENTS of PROPOSAL 9

3.1 Executive Summary and Transmittal Letter 9

3.2 Project Approach and Software Solution 9

3.3 System and Application Architecture 10

3.4 Implementation Methodology 10

3.5 Describe how the Calbright Worker Journey will be Managed in Your System 12

3.5.1 Advise 13

3.5.2 Enroll 13

3.5.3 Instruct 14

3.5.4 Support 14

3.5.5 Paid Apprenticeship 14

3.5.6 Certification 14

3.5.7 Employee Placement, Retention Services, and Coaching 15

3.5.8 Individual Development Account Management and Mentor Development 15

3.6 Functional and Technical Requirements Response – APPENDIX A 15

3.7 Reporting, and Analytics, and Data Collection 16

3.8 Training Plan 16

3.9 Response to Narrative Questions 17

3.10 Vendor Experience and References 18

3.11 Description of Company, Key Personnel, and Project Team 18

3.12 Sub-Contracting 20

3.13 Vendor Exceptions to Terms and Conditions 20

SECTION 4 – QUESTIONS, PROPOSAL EVALUATION, and SELECTION PROCESS 21

4.1 Proposal Format and Evaluation Criteria 22

SECTION 5 – GENERAL PROVISIONS of the DISTRICT 25

5.1 Source Code 25

5.2 Additional Services 25

5.3 Addenda 25

5.4 Withdrawal of RFP 25

5.5 Right of Cancellation 25

5.6 Disposition of Submittals 25

5.7 Nondiscrimination 25

5.8 Evaluation of Request for Proposal 26

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5.9 Restrictions on Lobbying and Contacts 26

5.10 Ownership of Documents 26

5.11 Affirmative Action 26

5.12 Conflicts of Interest Defined 26

5.13 Gift Ban 26

5.14 Purchasing and Contracts 27

5.15 Debriefings and Protests 27

5.16 Insurance 27

5.17 Non-appropriation 28

SECTION 6 - SUBMITTALS REQUIRED UPON AWARD 29

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Request for Proposal RFP 19-002

Software and Implementation Services for ERP and SIS

Due: Wednesday, November 27, 2019 by 12:00 PM PST

Document Overview

This document details a Request for Proposal (RFP) for Calbright College.

This RFP consists of:

Section 1: Background on Calbright College

This section contains background information about Calbright College.

Section 2: Scope of Work

This section provides an overview of what Calbright College seeks from this RFP.

Section 3: Vendor Instructions for Contents of Proposal

This section contains detailed instructions for how to respond, and how Calbright College would like each vendor to respond to regarding approach, technology, and implementation approach. This includes functional and technical requirements that Calbright College would like each vendor to respond to as well as cost information and other required details. Section 3 includes Appendix A: which is a set of Excel worksheets for Functional, Technical, and Cost Requirements.

Section 4: RFP Questions, Proposal Evaluation, and Selection Process

This section contains details on how to ask questions, how the proposal will be evaluated, and the timeline for the selection process.

Section 5: General Provisions of the District

This section contains detailed information on the expected contractual terms and conditions with the selected vendor based on District requirements.

Section 6: Submittals Required After Award

This section contains required documentation post-Award.

Attachments

• DRUG-FREE WORKPLACE CERTIFICATION

• CERTIFICATION OF NON-DISCRIMINATION

• ACCESSIBILITY COMPLIANCE STATEMENT AND CERTIFICATIONS

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SECTION 1 – BACKGROUND on CALBRIGHT

Calbright College is the 115th community college in the California Community College system, and resides in a new, 73rd statewide District: the California Online Community College District (COCCD). It is governed by the California Community College Board of Governors, concurrently serving as Calbright College’s Board of Trustees. It is therefore a public agency of the State of California.

Calbright College opened October 1, 2019 and is already at work meeting the job training needs of underemployed working Californians and their future employers.

Calbright College is new. The College will deliver Competency-Based Education (CBE) that blends high-quality online job training programs with hands-on job opportunities. Our goal is to place underemployed and stranded California workers directly into highly paid upwardly mobile career paths. Through partnerships with employers, industry sectors, and organized labor, Calbright offers the skills that match the jobs that employers are looking to fill.

Calbright’s mission includes reaching and engaging with California’s underemployed working adults and their future employers; outreach to community-based organizations serving people of color, immigrants, veterans; and collaboration with non-profit and non-government organizations focused on workforce development and poverty mitigation efforts.

The Calbright Approach

Calbright’s student model will support learners where they are at, and will allow for the following:

⮚ Mobile, device agnostic platform that allows for 24x7 access for learners

⮚ Self-paced learning and a termless academic structure

⮚ Competency-based education

⮚ Paid apprenticeships and employee-sponsored students

Please consider the following background information about Calbright College:

● Plan is to place 44,450 learners in jobs in the first seven years

● Annual goals include, graduate job placements:

a. Year 1 – 350

b. Year 2 – 700

c. Year 3 – 1,400

d. Year 4 – 2,800

e. Year 5 – 5,600

f. Year 6 – 11,200

g. Year 7 – 22,400

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● Calbright College is required to provide 13 academic programs by year seven. It is opening with 3 programs that are currently accepting students as of October 1, 2019:

i. Cybersecurity

ii. IT support

iii. Medical transcription

Long term, the College plans to target and serve about 8.5 million learners who do not have a post-secondary credential.

The Calbright Business Model — How it Works

Calbright’s focus is on working adult learners in California, the journey begins and ends with employers.

1. The process begins with market research, and understanding which industries and employers are struggling to fill large numbers of high-quality jobs in California.

2. Once those jobs have been identified, Calbright works with employers to rapidly detail the required competencies for those jobs.

3. At this point, Calbright’s Instructional and Learner Success Teams (aka faculty who meet minimum qualifications of California Community Colleges) take over:

○ Identify the mastery / certification requirements

○ Develop the instructional design

○ Create the instructional content (curriculum)

○ Develop the instructional supports

○ Develop and/or apply the delivery mechanisms for both instruction and support

4. Throughout this process, agreements are put in place with employers to ensure subject matter support, apprenticeships, and employment opportunities are available to our learners as they progress through their enrollment and learning journey, demonstrate achieve certification.

To learn more about Calbright, its mission and its plan to educate stranded learners in the largest state in the U.S. please review their 2019 report to the Governor: https://www.calbright.org/blog/milestone-report-aug-1-2019/.

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SECTION 2 - SCOPE OF WORK

Calbright needs a software vendor who can be the right partner for today and into the future

Calbright College invites qualified and experienced firms to submit proposals for providing the District with the following enterprise software and related implementation services:

A. SIS: Student Information System (SIS), including Admissions, Records, Registration, Advising, Student Accounts and Services, Career Planning, and Advancement

B. ERP: a. Financial Information System (FIS) including General Ledger, Cash Management/Treasury,

Accounts Payable, Time/Expenses, Purchasing, Account Receivable/Billing, Budgeting, and Grants Management; and

b. Human Resources Information System (HRIS) including Applicant Tracking, Onboarding, Benefits Administration, Payroll, Compensation Management, and Budgeting

Understanding how Calbright is structured and how it will serve students is critical to understanding the ERP and SIS needs of the College.

What Calbright Seeks in an SIS and ERP Software and Implementation Vendor

Based on the mission and business model detailed above, Calbright is seeking a SaaS (software as a service) solution with proven lifecycle in production of the proposed modules.

The following guiding principles will drive Calbright’s decision:

✔ The system will serve as the information chassis (the system of record) for College student records and will need to be tightly integrated with its CRM (Salesforce), LMS (Strut Learning), and reporting tools (see systems overview for more information on the next page)

✔ The system will be able to support Calbright’s student and employee lifecycle management needs

✔ The system will be able to support fund accounting and budgeting

✔ The system will use technology to provide high touch service to students where they are

✔ The system will be easy to navigate and able to support self-paced, adult learners

✔ The system will provide robust reporting capabilities, including but not limited to learner success/outcomes and post-credential tracking

Calbright College has engaged the firm of BerryDunn to assist in the evaluation, selection, and implementation oversight of an ERP (enterprise resource planning) and SIS (student information) system.

The following Exhibit provides an overview of how SIS and ERP fit into the vision for Calbright’s SaaS-based application ecosystem, which includes Salesforce for CRM and Strut Learning for LMS.

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Exhibit 1 – Application Overview as of October 2019

As you develop your response to this RFP please refer to, and consider this exhibit to help guide your response to Calbright.

In addition, Calbright seeks an application ecosystem for SIS and ERP that is designed for, or supports:

Mobile first

High-tech and high touch to meet stranded learners where they are

Competency-based

Provide an 24/7 online learning environment

An outcomes driven data strategy

Provides a consistent operating model (OpEx)

Flexible term structure

Adaptive infrastructure

Agile learning environment

Accessibility for all

Both Asynchronous and Synchronous Communication

Integration via standard APIs

Blockchain credentialing

Chatbots (virtual assistants)

Expand the boundaries of online learning

Robotic Process Automation (RPA)

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SECTION 3 – VENDOR INSTRUCTIONS for CONTENTS of PROPOSAL

Proposals must address the following items listed below. Your total narrative response to Section 3 must

be 50 pages or less in total. This page total does not include your response to requirements in Appendix

A (see section 3.6 for more details). In addition, do not submit marketing materials or boilerplate on the proposed functionality.

In your proposal response, please follow the sequence as provided in section 3 as closely as possible.

3.1 Executive Summary and Transmittal Letter The Proposal should contain a Transmittal Letter and Executive Summary. The Transmittal Letter shall be signed by an authorized representative of the Proposer such as the owner, partner, or in the case of a corporation, the President, Vice President, Secretary, or other corporate officer(s).

The Transmittal Letter must provide the Proposer’s primary contact information, including the following:

1. Name of the Proposer representative

2. Title

3. Name of company

4. Address

5. Telephone number

6. E-mail address and

7. Signature of authorized officer of the firm

The Transmittal Letter shall be printed on the Proposer’s letterhead.

A signature on the Transmittal Letter hereby provides the College with the Proposer’s acknowledgement and acceptance of the “Conditions” and the execution of same during the discharge of any succeeding contract. It shall be clearly understood that by submitting a Proposal in response to this solicitation, a Proposer shall be deemed to have accepted all specifications, terms, and general conditions and requirements set forth in this RFP unless otherwise clearly noted and explained in the Proposer’s Proposal in response to this RFP.

The Executive Summary should provide a brief summary of the Proposal contents, emphasizing any unique aspects or strengths of the Proposal.

The Executive Summary may be incorporated as part of the Transmittal Letter.

3.2 Project Approach and Software Solution The Proposal should include a description of the proposed approach for providing the software and services described in Section 2, Scope of Work.

This section must also include a summary description in narrative format of the capabilities for the Functional and Technical Requirements contained in Appendix A (see section 3.6 for more details). The

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narrative should be written for a non-technical audience. Descriptions should be included for any products proposed by third-parties to meet the capabilities described in Appendix A.

Proposers should clearly identify any modules or functionality that is being proposed as complementary or is otherwise optional. If a functional area listed by Calbright is not being proposed, Proposers shall indicate so with “Not Proposed” and shall list any software solutions the Proposer has relationships or partnerships with and/or any software solutions the Proposer has successfully integrated with in the past.

3.3 System and Application Architecture The Proposal shall include a description of the proposed system and application architecture.

The Bidder shall include responses to the following questions, in addition to any other information that may be relevant and useful to the College.

a. Describe the functional and technical design philosophy of your application. Include in your response the degree to which there is a common design philosophy across all modules, common programming languages and tools, and the extent of shared software code across all applications (e.g., the code to generate an address label or perform system rounding is or is not the same code for that function in all components of the application).

b. List all hardware/operating system/database platforms upon which the product is supported. Provide specifications in terms of processors, processor speed, memory requirements, and other sizing and capacity factors to assist the College in budgeting for and acquiring hardware.

c. Discuss how many environments are available with your proposed solution at no additional cost (i.e. design/configure, test, training, production)?

d. Please complete additional requirements contained in Appendix A – Worksheets 2 & 3 primarily.

3.4 Implementation Methodology The Proposal should include a comprehensive description of the proposed implementation methodology for the Project. The description should include how the Proposer has developed this methodology to both incorporate lessons learned from experiences as well as to meet the needs described in project background.

All proposals are to include the following information:

A complete description of the approach and implementation methodology to be used, including software, system architecture components, and products, processes, steps, and procedures. Proposers shall describe any assumptions made in Proposals in detail. These should include any assumptions related to the current College technical environment, staffing, project management approach, and College resources available during implementation and support phases. Proposers should also include a sample Project Plan, which details the implementation schedule and approach. As part of the implementation methodology and approach, Proposers shall describe additional services and associated costs that are offered for business process reengineering, change management, and analysis.

In addition, please provide a description of the recommended deployment strategy and include a recommended timeline for implementing the software.

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For example, also include descriptions or sample excerpts of the following:

1. System Requirements Gap Analysis Plan (to describe how any requirements gaps would be addressed by the vendor)

2. Process Configuration Plan

3. Data Conversion Plan

4. System Interface Plan

5. Testing and Quality Assurance Plan

6. Training Plan

7. Pre- and Post-Implementation Support Plan

8. System Documentation

9. Risk Register

10. Organizational Change Management

Proposals should identify the ownership of each project deliverable. Ownership should be identified

using the roles described in the following table.

Table #1: Deliverables Ownership Roles

Role Explanation

Lead Who is ultimately responsible for the

development of the deliverable.

Assist Who provides active assistance in

development of the deliverable.

Participate Who provides passive assistance in the

development of the deliverable.

Owns Who is responsible for the client sign-off of

the deliverable.

Please include a sample software and licensing agreement and/or professional services agreement as an Appendix to your response. This will NOT be counted against your 50 page limit.

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3.5 Describe how the Calbright Worker Journey will be Managed in Your System Each vendor proposal must include a written scenario and/or workflow of how your proposed solution will meet the needs of Calbright College’s Worker Learner Journey depicted in Exhibit 2 below using the yellow track and referring to sections 3 & 4 of the model.

Exhibit 2 – Calbright College How it Works

Exhibit 2 is provided to help vendors understand the Worker Learner Journey. What Calbright seeks in your response is a brief narrative that explains how your proposed solution meets the needs of advising,

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enrolling, instructing, supporting, certifying, and interacting with employers throughout the Calbright Worker Learner journey model.

As you consider this concept of Calbright’s Worker Learner Journey please note whether this functionality should be delivered within your proposed SIS solution or that the proposed SIS will integrate with either the Strut Learning LMS and/or the Salesforce CRM to meet this need. Please include other third party systems required to meet this requirement in presenting your response.

A description developed by the College for each phase of the Worker Learner Journey is included on the following pages for your reference:

● Advise ● Enroll ● Instruct and Master ● Support ● Master ● Certification ● Paid Apprenticeship ● Full Employment

Please refer to page 16 of this hyperlink for more information about Calbright: https://www.calbright.org/blog/milestone-report-aug-1-2019/.

3.5.1 Advise

When learners first arrive at the Calbright website, they will be presented with information on a number of programs that we offer. As we mature, the number of programs will continue to grow. As the space of possible options grows, the need to advise learners in navigating these options also grows. We seek proposals that allow us to effectively present this information efficiently and effectively to as many learners as possible, which can expand and adapt to accommodate additional learning programs.

3.5.2 Enroll

The official enrollment process we are designing is intended to simultaneously provide important information to learners considering the program (so they do not have unrealistic expectations around workload or timeline, for instance). The process also results in generating a personal development plan for the learner to follow and ties into a mobile interactive tool to monitor progress. We intend to frame this process broadly, and use it as an opportunity to work with the learner in identifying their life goals, then recommend some concrete first steps to help get them started in the right direction. We see this as a good opportunity to help the learner generate an artifact that can be of general use/value.

This enrollment process should tie into the Strut Learning for LMS, Salesforce for CRM, digital learner profile, learner support and advising system, and mobile interactive tool for monitoring progress. The enrollment process needs to automate the process of assigning learners to advisors, cohorts, study groups etc. based on different learner profile criteria including location, pathway, mentor, employer, etc. The enrollment process needs activate the enrollment process to start, collect all of the necessary data to build a complete initial Digital Learner profile, and begin initial formative assessments. The enrollment process needs to automate assigning

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learners to different learning groups, courses and skills modules based on assessment results, and pathway chosen in the Digital Learner Profile initiated at Calbright orientation. The enrollment process needs to also automate creating additional action items on a Personal Development Plan for the learner to monitor progress on their mobile interactive tool.

3.5.3 Instruct

A number of systems need to be in place prior to instruction happening: curriculum authoring and management tools allow us to create and then continuously improve upon a program over time. Assessment tools – both formative and summative – provide a fair mechanism for recognizing or quantifying mastering. Self-paced asynchronous learning platforms allow us to offer a flexibly paced learning experience built around competencies. Advising system that helps the learner to persist towards completion and offers a range of different support. We are interested in receiving proposals on any or all of these four fronts. Any mechanism for recognition of mastery must be able to be displayed in the digital learner profile.

Data will need to be digital, portable, non-proprietary, and owned by the adult learner and Calbright. The data must allow for reporting learner certificates, badges and degree completion -- as required for federal and state regulations -- as well as to be digital, portable, non-proprietary, and owned by the adult learner and Calbright. The learning platform system needs to provide a method for transferring data between SIS or other learner support systems.

3.5.4 Support

We seek to receive proposals for advisor systems that ensure learners receive support tools. The advisor systems must measure learner progress and offer access to a range of different types of support from physical asset lending libraries to online resources to automated bots to high touch supports like video conferencing and others in between and follow learner throughout their journey from pre-enrollment to apprenticeship placement and alumni.

3.5.5 Paid Apprenticeship

We wish to support the learner in the process of identifying and obtaining an apprenticeship. This may include, among other things, identification of and storing information about potential apprenticeship opportunities, storing information about learners who are seeking or will be seeking apprenticeships, and opportunities to connect learners with apprenticeships. We seek proposals to provide additional success with connecting learners with apprenticeships, as well as maintaining any necessary data and reporting that will allow us to improve our ability to help learners identify, access, and succeed with apprenticeships.

3.5.6 Certification

A college-issued certificate of completion may be issued following the successful conclusion of coursework. A third-party industry certification may be issued by a certifying body upon successfully passing the exam. Ultimately, we want all certificates that we issue or earned to be digital, portable, non-proprietary, and owned by the adult learner. That includes prior assets or badges, strengths, certifications and future academic degrees as well. We are interested in receiving proposals for solutions that will help us deliver on this.

On a related but different note is the management of academic records. This has traditionally fallen within the purview of a Student Information System (SIS). We are open to proposals from

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SIS providers, but we are also open to proposals for less traditional approaches to delivering this functionality. The data must be sortable to learners profile criteria for required for federal and state regulations of reporting learner certificate and degree completion as well as digital, portable, non-proprietary, and owned by the adult learner and Calbright.

3.5.7 Employee Placement, Retention Services, and Coaching

We are interested in proposals that will enhance our ability to match adult learners to available jobs inside and outside of our affiliated employment partners. This may include, among other things: identification of and storing information about potential employment opportunities, and storing information about learners who are seeking or will be seeking employment opportunities. We seek proposals to provide additional success with placing learners who have received completion certificates with career opportunities, as well as maintaining any necessary data and reporting that will allow us to improve our ability to help learners identify, access and succeed with careers.

We are interested in the ability for our users to interact with an expert or with peers. We would like our users to benefit from a community environment where they can create or join a community. We would like the ability to monitor and analyze this function.

3.5.8 Individual Development Account Management and Mentor Development

We are interested in providing guidance on how to achieve proficiency within the identified competencies that allows the user to create their own skill building road map. For example, the ability to create a development plan that includes ideas on what activities to engage in to build the skill, e.g., reading material, Ted Talks, things and people to be exposed to and actions to take.

The ability to match adult learners with mentors, and interact with them in a meaningful way.

3.6 Functional and Technical Requirements Response – APPENDIX A In addition to the narrative that you provide for response to sections 3.1 to 3.5, the Proposal must

include the proposed capability to meet the College’s requirements as defined in Appendix A, Functional

and Technical Requirements. Please use the Excel Workbook provided and follow the instructions as

provided. Appendix A contains the following worksheets:

Worksheet #1 - Vendor background

Worksheet #2 - Features and functionality

Worksheet #3 - Enterprise Architecture (EA) checklist

Worksheet #4 – Calbright Reporting Needs

Worksheet #5 - Cost worksheet for Student (SIS) only

Worksheet #6 - Cost worksheet for HR/Payroll (HRIS) only

Worksheet #7 - Cost worksheet for Finance (FIS) only

Worksheet #8 - Single cost worksheet for all modules – SIS/HRIS/FIS

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Each vendor has the option of providing cost estimates broken down by SIS, HRIS, and FIS, or the vendor

can provide a single cost worksheet for SIS/HRIS/FIS.

When providing responses to the requirements, proposers shall use the response indicators contained in

the following table. The response indicators identified in the following table should be used consistently

when responding.

Exhibit 3 – How to Respond to Functional Requirements in Appendix A

Please respond to ALL the requirements included in the Excel workbook as part of your response.

In addition, based on your experience implementing similar system(s) for similar sized higher education clients, we are asking for a total cost proposed, comprised of software, hardware, and necessary implementation services. Please fill out all information to the best of your organization’s ability.

3.7 Reporting, and Analytics, and Data Collection In order to continue to ensure the success of our learners, we will need to learn about our systems and processes, to know where we can better assist learners in our process, from first contact through employer placement and success. Connecting end to end data will enable us to better understand how communications and service delivery starting at enrollment can impact final outcomes in placement. We will need the ability to collect and store data from multiple touch points within each system into one or more repositories that can communicate and multiple market research sources or outside sources.

Calbright will need a robust system for reporting and analytics that will enable us to pull data from one or more repositories of stored data to understand how interactions, communications and services at different phases impact the ultimate success of enrollment, learning, placement and success.

3.8 Training Plan The Proposal should include the proposed Training Plan and approach. This should include any optional

training offerings (e.g. train the trainer, training all end-users, system administrator training) and clearly

indicate which training model has been proposed. Also, include responses to the following questions:

1

2

3

4

5

#

Desired Features and Functionality for

Calbright College

Vendor Response

each numbered row

must be answered

using the drop down

based on the 5

indicators listed above

Vendor Comments.

At a minimum, please provide an explanation for any response other than a "1".

Also use this area to add additional information about your product. Please note

that if you are asked to conduct a vendor demonstration your answer here will

be compared to how functionality is delivered during the demonstration

Feature/function cannot be provided.

Calbright College Features and Functionality - Requirements Worksheet

RFP Response Indicators

Feature/function is included in the current software release and fully meets the Calbright need as is.

Feature/function will be available in a future software release within the next 12 months.

Feature/function is not included in the current software release, and is not planned to be part of a future software release. However, this

feature could be provided with custom modifications.

Feature/function is not included in the current software release, and is not planned to be part of a future software release. However, this

feature could be provided with integration with a third-party system.

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1. What provision does the Vendor have for providing primary training for the proposed system?

Training shall be adequate to the needs of the typical systems user and administrator.

2. What provision does the Vendor make for training the typical system user training to address

those issues that will be encountered during day-to-day use? Be sure to include training on all

system functionality—including screen and report use—and ad hoc report creation and use.

3. What provision does the Vendor make for Administrator training to address those issues

involved with the administration of the system? Should it be a separate training session?

4. What provision does the Vendor make to provide technical training to College IT staff, as

necessary? Please address how the Vendor will address training on the responsibilities related

to system operation and management, security, problem identification, and problem resolution.

5. Does the Vendor have the ability to provide web-based training? Please provide details related

to web-based training offerings.

6. What provision will the Vendor make for having a system environment available for training

exercises, and when? What data (live, sample, etc.) will be used for training College staff on the

use of the system?

3.9 Response to Narrative Questions The Proposal should include the Proposer’s response to the following narrative questions. Responses to

narrative questions will be evaluated within the appropriate evaluation criteria.

1. Based on information provided in this RFP and experience in working with other Colleges,

what is the Proposer’s perspective on the most significant risks to this Project and how do

you plan to mitigate these risks?

2. Based on current client obligations, what is the earliest you can begin implementation after

contract signing, and what activities would the Proposer expect to occur within the first 60

days of contract signing?

3. Describe the strategic direction your firm is taking related to the product being proposed

today?

4. How often are releases provided, and what is the process to test each release? Would the

College be able to test releases in a test environment prior to pushing updates to a live

environment? Does the system have the ability to roll back updates should challenges or

bugs be encountered?

5. How long does the typical implementation of the product being proposed take for an

organization of similar size to the College?

6. Does your firm complete the implementations of the product being proposed or is this

effort outsourced?

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7. What sets your firm’s product being proposed apart from your firm’s competitors?

8. Please describe the user community for your proposed solution and how that community

supports product development, improved functionality and helps inform the future

direction of your products and services.

9. How much flexibility is there for the customer to configure the system and features to meet

our needs, without incurring additional costs for add-ons?

3.10 Vendor Experience and References Proposals must include specific information regarding the Firm’s experience in each substantive area for

which its services are proposed.

The Proposal should identify the Proposer’s references for the Project. Proposers shall provide at least

five (5) College clients with whom the Proposer has worked during the past three (3) years that are of

similar size and complexity to what Calbright College seeks to grow to as outlined in Section 1.

The College requests that three (3) references shall be from Colleges that have been live with the

current software version for a minimum of two (2) years, and two (2) references that have been live

with the current software version for less than one (1) year.

The proposal must also include references that demonstrate a thorough understanding of Competency-

Based Education models, new education organizations, and online education business models and at

preferably at least one reference from a California Community College District.

In the event the Proposer cannot provide the required five references, Proposer may substitute other

organizations to ensure five (5) total references are provided.

Regardless of client references used, please include names, addresses, telephone numbers and a brief

description of what software is in production at this reference and what is currently planned for

future implementation if applicable.

If possible, the College prefers references that utilized the same Project manager as will be

recommended for this Project, and the same scope of functional areas. This section of the RFP response

should also include an affirmative statement that the Proposer grants its consent for the College to

contact the Proposer’s references for purposes of evaluating the Proposer for this Project and

acknowledges that any information obtained from the Proposer’s references will not be disclosed to the

Proposer.

3.11 Description of Company, Key Personnel, and Project Team Each proposal must include specific information regarding your experience providing the services requested. Strong preference for to the scope of work requested in this RFP. In addition, provide short resumes of key personnel proposed for the engagement.

3.11.1 Company Background and History

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The Proposal should include a comprehensive narrative history of the firm, including the development of its experience in providing services similar to those described in Section 3, Project Scope.

If a partnership with third-party companies is a part of a Proposal, this shall be provided for all third-party companies. It is expected that all of the points shall be addressed for each company involved in a Proposal, prime or third-party.

3.11.2 Key Proposed Personnel and Team Organization

The Proposal should include the resumes of the proposed Project personnel as well as the structure of the proposed Selected Vendor Project Team. The resumes and structures shall be provided for the implementation team as well as the personnel involved in live operation and ongoing support and maintenance.

Resumes shall be specific to the actual personnel to be assigned to this Project for all primary roles. Resumes shall include the following information:

➢ Name and title ➢ Role on the Project ➢ Description of Project roles and responsibilities ➢ Home office location ➢ Listing of past projects where resource implemented the proposed product ➢ Listing of past projects where resource implemented other software products ➢ Educational background ➢ Professional registrations and memberships ➢ Professional references, and ➢ Additional relevant information

The College is interested in personnel that hold certifications from the Project Management Institute. Resumes should include any PMP or CAPM as well as other professional certifications relevant to systems implementation and support.

Resumes will NOT be counted against the 50 page limit for the narrative.

The College reserves the right to require that background checks be conducted on any and all individuals conducting work as either employees or independent contractors of the Vendor, or who are otherwise providing services on the Vendor’s behalf in connection with the Project including, without limitation, employees and independent contractors of any third-party companies or firms included in a Vendor’s Proposal.

3.11.3 Project Roles and Responsibilities

The Proposal shall include: example detailed task/subtask list, start and end dates for each task,

dependencies, and resources for the College Implementation Project Team and Selected Vendor Project

Teams.

Any assumptions related to the number of College Implementation Project Team staff used in the

development of the resource hour estimates should be included.

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3.12 Sub-Contracting The Proposal should identify any of the required services that are proposed to be sub-contracted, if any.

For each of these services the following should be provided:

1. Summary of service

2. Reasons for sub-contracting

3. Proposed sub-contractor

4. Detailed sub-contractor responsibilities

5. Sub-contractor name

6. Sub-contractor location

7. Sub-contractor experience

8. Previous use of sub-contractor and

9. Any additional relevant information

3.13 Vendor Exceptions to Terms and Conditions Your proposal should include any exception the Proposer takes to the requirements and conditions of

this RFP. The Proposer will describe exceptions and identify their impact to the College, including, but

not limited to, workarounds, reductions in performance, capacity, flexibility, accuracy, and ultimately

cost and value. The Proposer should identify the areas where they feel the requested service or product

is not available, deviates from the specific requests, or is deemed an unwise or unwarranted approach.

The College reserves the right to disallow exceptions it finds are not in the best interests of the College.

All exceptions must be identified and fully explained in the submitted Proposal. It is the College’s

intention to be made aware of any exceptions to terms or conditions prior to contract negotiations.

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SECTION 4 – QUESTIONS, PROPOSAL EVALUATION, and SELECTION PROCESS

Table #2 – Summary of Dates and Timing

Date Time/Notes

RFP posted to PlanetBids

Early November 2019

none

Vendor questions submission deadline

November 12, 2019 4:00 pm PST

Pre-proposal conference

November 14, 2019 11:00 am PST

RFP response deadline November 27, 2019 12:00 pm PST

Shortlist notification Early December 2019 TBD

Vendor Demonstrations December 10, 11, 12 Oakland, CA

Contract Award January 2020 TBD

Question Submission

Calbright College will attempt to answer as many questions as possible prior to the RFP deadline. Written questions may be submitted until November 12, 2019 at 4:00 pm PST in the PlanetBids question submission portal. Responses to questions will be published and available to the public via PlanetBids after the pre-proposal meeting.

Pre-proposal Meeting

The Online College will hold a pre-submission information session via telephone conference on November 14, 2019 at 11:00 am PST to provide additional background information and to answer questions. Following is the telephone conference number and passcode: https://calbright.zoom.us/j/609398600 Dial: US: +1 720 707 2699 or +1 646 558 8656 Meeting ID: 609 398 600

Proposal Submission Requirements

Submittals must be via PlanetBids per website (https://www.calbright.org/rfps-and-bid-opportunities/) instructions. Proposal must be one submittal. The District reserves the right to duplicate any provided materials for internal use. All submittals become the property of the District.

Submittals are due no later than

12:00 pm PST, Wednesday, November 27, 2019

Each respondent is solely responsible for the timely delivery of its bid packet by the deadline and in the manner prescribed. Calbright College will not be responsible for delays regardless of the reason. Failure to meet the submission deadline in the manner described shall result in disqualification from consideration. Other methods of submission (to personal emails or via mail) will not be accepted.

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The District will review and evaluate all proposals to determine responsiveness to the Request for Proposal. Incomplete proposal(s) or those received after the deadline may be rejected. The District’s evaluation will include consideration of the criteria listed below:

● Company that exhibits the necessary experience, organization, and technical skills to successfully support Calbright College’s goals.

● Ability to scale the product to meet the growing needs of Calbright

● The responsiveness of the proposal as listed in the Scope of Work.

● Costs compared with level of effort to be expended.

4.1 Proposal Format and Evaluation Criteria Proposals, which fail to address any of the submission requirements, may be deemed nonresponsive and will not be further considered. Note the responses to questions must be specifically answered within the context of the submitted proposal. The System Office evaluation team will not refer to a designated website, brochure, or other location for the requested information. Responses that utilize references to external materials as an answer will be considered non-responsive.

Calbright does seek a response to this RFP that provides a solution and implementation services for both ERP and SIS functionality. The five criteria outlines how respondents will be scored.

4.1.1 Statement of Work (SOW) and Narrative Response. (25%)

Please refer to section 3 of this RFP for specific details on the SOW and how to respond. Please address your approach, resources, timeline and deliverables that would be used to address the project scope. Vendor responses may also call out deliverables and/or requirements that are not mentioned within the scope of deliverables that the vendor deems critical to the success of the project. Describe how the software and implementation vendor(s) will partner with Calbright throughout the project. This section will account for 25% of total score.

4.1.2 Response to Appendix A Worksheets 1, 2, 3, and 4. (15%)

In addition to the narrative SOW response as outlined in 4.1.1, each proposer is required to complete Appendix A worksheets 1, 2, 3, and 4

➢ Worksheet 1 – Vendor Background ➢ Worksheet 2 – Features and Functionality ➢ Worksheet 3 – Enterprise Architecture Checklist ➢ Worksheet 4 – Reporting Needs

The intent of these worksheets is for the respondent to provide complementary information and not redundant information to the narrative SOW response. This section will account for 15% of total score.

4.1.3: Qualifications of the Vendor and its proposed personnel. (15%)

a. Vendor background, including years in business, volume of clients, number of employees, areas of expertise, and a list of relevant services the Vendor provides.

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b. Resumes for key personnel and a summary of experience for key management and each operational staff who will be assigned to provide the services outlined in this RFP, including but not limited to:

● Technical training and education;

● Implementation experience, in particular with competency-based education;

● Specific experience with services being requested; and

● Qualifications and abilities to perform the services being requested.

c. Other information the Vendor deems pertinent to demonstrating its qualifications to perform the services being requested.

This section will account for 15% of total score.

4.1.4: Cost (25%)

Each proposal must contain a completed cost worksheet(s) as provided in Appendix A. Please complete either worksheets 5, 6, and 7, or alternatively, you can complete worksheet 8 if you are providing a single solution for all modules, implementation services, and maintenance support services across ERP and SIS needs as outlined in the RFP. Cost will account for 25% of total score.

Calbright reserves the right to issue a Best and Final Offer (BAFO) request before awarding a contract.

4.1.5: Vendor Demonstration and Reference Checks (20%)

After scoring qualified vendor responses, a shortlist of vendors will be invited and required to demonstrate their product onsite during the week of December 9th. This will account for 20% of total score.

Tentative Location: Calbright College - 1111 Broadway, 2nd Floor, Oakland, CA.

Calbright reserves the right to schedule demonstrations on dates other than those listed in Table 2. Failure to accept an invitation to interview may result in a proposal not being considered for further evaluation. NOTE: The Vendor certifies that it is empowered to use the names of any references it provides and agrees that Calbright may contact these references.

BerryDunn will evaluate proposals. Final selection of shortlist vendors will be completed by Calbright College, from amongst the following representatives:

● Chief Financial Officer

● Chief Learning Officer

● Chief Operating Officer

● Chief People and Culture Officer

● Chief Technical Officer

● Director of IT

● Director of Procurement

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After reviewing all qualified proposals and scoring them based on responsiveness and ability to meet the

needs of Calbright, the Evaluation Team will conduct scripted demonstrations with selected companies

December. The Evaluation Team may request the firms to make an oral/visual presentation in

connection with the oral interview. The District further reserves its right to reject all proposals.

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SECTION 5 – GENERAL PROVISIONS of the DISTRICT

5.1 Source Code The selected vendors shall place source code for the software modules licensed by the College in escrow with an independent, mutually-acceptable third-party escrow service provider (with whom a separate escrow agreement will be entered into by College with all related costs paid by the Vendor). The source code shall be kept current with the releases / version of the software in live use at the College. The source code shall revert to the College for the College’s use if the Vendor goes out of business, files for bankruptcy or protection from creditors in a court of law, or otherwise fails to satisfy its obligations relating to such software. The College shall then have full rights to use source code for any purposes other than resale.

Within thirty (30) calendar days of the Vendor going out of business or no longer supporting the software being licensed, the Vendor shall provide appropriate source code to the College. The same applies if the Vendor is merged or acquired and the software is no longer supported. Once the College obtains the source code, it shall be a perpetual license, and there shall not be any additional fees due, even if additional licenses are deployed.

5.2 Additional Services The District may elect at any time, to amend any contract awarded hereunder to require the selected firm to provide additional services. In this case, the selected firm and the District will agree mutually on the scope and fees associated with any additional services.

5.3 Addenda The District may modify this RFP or any of its deadline dates set forth in the RFP prior to the date fixed for submission of proposals by issuance of an addendum.

5.4 Withdrawal of RFP The proposers may withdraw its RFP by submitting a written or electronic request signed by a proposer’s authorized representative, prior to the time and date specified for proposal submission.

5.5 Right of Cancellation The District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP. The District may reject any or all submittals and may waive any immaterial deviation from the RFP. The District’s waiver of an immaterial defect shall in no way modify the RFP documents or excuse the proposer from compliance with other provisions of the RFP.

5.6 Disposition of Submittals Submittals become the property of the District and may be returned only at the District’s option and at the proposer’s expense. Information, excluding proposer’s financial information, contained therein shall become public documents subject to the Public Records Act.

5.7 Nondiscrimination Calbright College does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion, marital status, gender, disability, or sexual orientation in any of its policies, procedures or practices. LBE/SBE/DVBE are encouraged to participate.

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5.8 Evaluation of Request for Proposal The District’s evaluation is solely for determining which companies are deemed best qualified. Responses will be reviewed, and a determination made by the District and its ERP consultant based upon the submitted information and any other information available to the District. The District may request a firm to submit additional information pertinent to the submittal. The District also reserves the right to investigate other available sources in addition to any documents or information submitted by the firm.

5.9 Restrictions on Lobbying and Contacts Calbright College is legally precluded from engaging in campaign activities. No contribution to a ballot measure or Board election is requested or required, and any contribution to a campaign, if known, will not be considered in awarding the contract or Calbright College’s future relationship with the contractor.

5.10 Ownership of Documents The District acknowledges that key personnel’s documents, process maps, communication, and other source work produced for this project are instruments of professional services. Nevertheless, the previously referred to items prepared under this agreement shall become the property of the District upon completion of the work. District agrees to hold harmless, indemnify and defend key personnel against all damages, claims and losses, including defense costs, arising out of any re-use for other than the project contemplated of the plans and specifications without the written authorization of key personnel.

5.11 Affirmative Action Calbright College requires that a signed copy of an Affirmative Action statement be on file in the District Office for every firm, company or corporation with whom the District does business.

ADDITIONAL CONSIDERATIONS and DEFINITIONS

5.12 Conflicts of Interest Defined Board members shall not be financially interested in any contract made by the Board of Trustees or in any contract, they make in their capacity as board members. Board members and employees shall not be financially interested in any contract made by them in their official capacity, as Trustees or in any body or board of which they are members. No trustee, officer, or employee shall make, or in any way attempt to use his or her official position to influence a District decision in which he or she has an economic interest. (Reference: Board Policy 2710 & 2715, Government Code §§1090, et seq.; 1126; 81000, et seq., and 87200, et seq.Title 2, Section 18730, et seq.)

5.13 Gift Ban 1. No person who is doing business with the College shall make any gift to any College officer.

2. No person who is doing business with the College shall make any gift to any designated employee who, by virtue of College employment, could make a governmental decision, participate in making a governmental decision, or use his/her official position to influence a governmental decision regarding the pending business of the donor, or who has done any of the above during the twelve (12) months preceding the donation.

3. No College officer shall solicit or accept any gift from any person whom he/she knows, or has reason to know, is doing business with the College.

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4. No designated employee shall solicit or accept any gift from any person whom he/she knows, or has reason to know, is doing business with the College, when such employee, by virtue of College employment, could make a governmental decision, participate in making a governmental decision, or use his/her official position to influence a governmental decision regarding the pending business of the donor, or has done any of the above during the twelve (12) months preceding the donation.

5. No public official shall accept any gift when the identity of the donor is not known to the public official.

Remedies

1. Any College officer who violates the prohibitions of this policy may be sanctioned by the Board in the manner the Board deems appropriate.

2. Any designated employee who violates the prohibitions of this policy shall be subject to discipline for any such violation, including, in appropriate cases, termination of employment.

3. The Board may also refer violations of this policy to the Fair Political Practices Commission, the Sacramento County Grand Jury, and/or the Sacramento County District Attorney.

Reference: BP 2714, Government Code Section 81000, et seq. and 87200, et seq

5.14 Purchasing and Contracts The Chief Executive Officer/President is delegated the authority to purchase supplies, materials, equipment, and services as necessary to the efficient operation of the College. No such purchase shall exceed the amounts specified by California Public Contract Code §20651, as amended from time to time.

With the exception of contracts entered into by the Chief Executive Officer/President in amounts less than $100,000, in accordance with the authority delegated to the Chief Executive Officer/President in Board Policy 6100, contracts are not enforceable obligations until they are ratified by the Board. References: BP 6330, Education Code §§ 75003(d), 75005(d)(1) & (d)(4)(B), 81656, Public Contracts Code §20650, 20651, Government Code §53060

5.15 Debriefings and Protests 1. Debriefings are available by request for unsuccessful respondents business@calbright.org

2. Any protest must be received within 5 calendar days of the bid opening, in writing, containing all facts of the protest, to:

Calbright College

ATTN: Director of Procurement

business@calbright.org

Failure to comply with protest procedures will result in rejection and waiver of right to further protest

5.16 Insurance Provider shall purchase and maintain policies of insurance with an insurer or insurers, qualified to do business in the State of California and acceptable to Calbright College which will protect Provider and

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the Calbright College from claims which may arise out of or result from Provider’s actions or inactions relating to the Agreement, whether such actions or inactions be by themselves or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. The aforementioned insurance shall include coverage for:

(a) Comprehensive general and auto liability insurance with limits of not less than THREE HUNDRED THOUSAND DOLLARS ($300,000) combined single limit, bodily injury and property damage liability per occurrence, and Workers' Compensation and Employers Liability Insurance as required by the laws of the State of California, including:

(i) owned, non-owned and hired vehicles;

(ii) blanket contractual;

(iii) broad form property damage;

(iv) products/completed operations; and

(v) personal injury.

(b) Additional Insured Endorsement: Any general liability policy and auto policy provided by Contractor hereunder shall contain an endorsement which applies its coverage to Calbright College, members of the Calbright College’s Board of Trustees, and the officers, agents, employees and volunteers of Calbright College, individually and collectively, as additional insureds, at the address below:

Calbright College

Attn: Beth Price

1102 Q Street

4th Floor

Sacramento, CA 95811

Indemnification

To the fullest extent permitted by law, Provider shall fully indemnify, defend and hold harmless the Calbright College, its Board of Trustees, officers, agents, employees, volunteers, and independent Providers from claims, demands, causes of actions and liabilities of every kind and nature whatsoever arising out of or in connection with Provider’s services performed under this Agreement. This indemnification shall extend to claims occurring after this Agreement is terminated as well as while it is in force.

5.17 Non-appropriation Notwithstanding any other provision of this Contract, if funds for the continued fulfillment of a Contract by Calbright College are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then Calbright College will have the right to terminate this Contract at no additional cost and with no penalty whatsoever by giving prior written notice documenting the lack of funding. Calbright College will provide at least thirty (30) days advance written notice of such termination, and will use reasonable efforts to ensure appropriated funds are available.

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SECTION 6 - SUBMITTALS REQUIRED UPON AWARD

1. Insurance requirements as specified.

2. Taxpayer Identification Number (Form W-9).

3. Signed Professional Services Agreement/Contract.

4. Proof of compliance with Section 508 of the Rehabilitation Act (http://www.section508.gov/section-508-standards-guide) and WCAG Level 2.1 (https://www.w3.org/TR/WCAG21/ ) specifications for any online public-facing communications.

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Attachment A – RFP 19-002

DRUG-FREE WORKPLACE CERTIFICATION

I, _________________________________________, am the ____________________________ of (Print (Name) (Title)

. I declare, state and certify to all of the following:

(Supplier Name)

I am aware of the provisions and requirements of California Government Code §§8350 et seq., the Drug Free Workplace Act of 1990.

I am authorized to certify, and do certify, on behalf of Supplier that a drug free workplace will be provided by Supplier by doing all of the following:

Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in Supplier's workplace and specifying actions which will be taken against employees for violation of the prohibition; establishing a drug-free awareness program to inform employees about all of the following:

(i) The dangers of drug abuse in the workplace;

(ii) Supplier's policy of maintaining a drug-free workplace;

(iii) The availability of drug counseling, rehabilitation and employee-assistance programs; and

(iv) The penalties that may be imposed upon employees for drug abuse violations;

Requiring that each employee engaged in the performance of the Contract be given a copy of the statement required by subdivision (A), above, and that as a condition of employment by Supplier in connection with the Work of the Contract, the employee agrees to abide by the terms of the statement.

Supplier agrees to fulfill and discharge all of Supplier's obligations under the terms and requirements of California Government Code §8355 by, inter alia, publishing a statement notifying employees concerning: (a) the prohibition of any controlled substance in the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the Work of the Contract be given a copy of the statement required by California Government Code §8355(a) and requiring that the employee agree to abide by the terms of that statement.

Supplier and I understand that if the District determines that Supplier has either: (a) made a false certification herein, or (b) violated this certification by failing to carry out and to implement the requirements of California Government Code §§8355, the Contract awarded herein is subject to termination, suspension of payments, or both. Supplier and I further understand that, should Supplier violate the terms of the Drug-Free Workplace Act of 1990, Supplier may be subject to debarment in accordance with the provisions of California Government Code §§8350, et seq.

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Supplier and I acknowledge that Supplier and I are aware of the provisions of the California Government Code §§8350, et seq. and hereby certify that Supplier and I will adhere to, fulfill, satisfy and discharge all provisions and obligations under the Drug-Free Workplace Act of 1990.

I declare under penalty of perjury under the laws of the State of California that all of the foregoing is true and correct.

Executed at this_________day of ___________________, 20____.

(City and State)

________________________________________ (Signature)

______________________________________ (Printed Name)

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ATTACHMENT B - CERTIFICATION OF NON-DISCRIMINATION

TO BE EXECUTED BY the BIDDER AND SUBMITTED WITH PROPOSAL

Bidder hereby certifies in performing work or providing services for the District, there shall be no discrimination in its hiring or employment practices because of age, sex, race, color, ancestry, national origin, religious creed, physical or mental disability, medical condition, marital status, or sexual orientation, except as provided for in Section 12940 of the California Government Code. Bidder shall comply with applicable federal and California anti-discrimination laws, including but not limited to the California Fair Employment and Housing Act, beginning with Section 12900 of the California Government Code.

IN WITNESS WHEREOF, the undersigned has executed this Certificate of Non-Discrimination this ________________ day of _____________________, ____.

BIDDER________________________________________________________________________

(Type or print complete legal name of Bidder) BY___________________________________________________________________________

(Signature)

Name_________________________________________________________________________

(Type or print)

Title__________________________________________________________________________

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Attachment C - RFP 19-002

ACCESSIBILITY COMPLIANCE STATEMENT AND CERTIFICATIONS

Reinforcing Calbright College’s commitment to equitable access and accessibility, Respondents must complete the requirements of this Accessibility Statement Compliance Certification to be considered responsive to the RFP. With respect to ADA compliance, firms must demonstrate and deliver the following:

1. Conform to section 508 of the Rehabilitation Act (http://www.section508.gov/section-508-standards-guide) and WCAG Level 2.1 (https://www.w3.org/TR/WCAG21/) specifications for any online public-facing communications.

2. Comply with all applicable FCC regulations regarding advanced communications services (http://www.fcc.gov/encyclopedia/advanced-communications-services-acs).

3. Provide support for multi-modal advanced communications services to facilitate communications between individuals using digital text, audio, and video.

4. Resolve immediately any accessibility issues that are discovered or encountered by end users, and communicate a concrete timeframe for resolving the issue(s).

By signing below, I attest that I am a duly appointed representative of my organization with authority to commit to the RFP and subsequent agreement’s accessibility obligations; and my organization confirms its commitment to accessibility requirements above and invoked by Calbright College.

Print Name and Signature Date