1) Is any type of SSO (single sign-on) integration required for your system installation? If yes, please specify if there is a preference between CAS or SAML2.
ANSWER:
We will want to authenticate against our Active Directory. We do not have CAS installed. 2) Please clarify what is defined as “Windows-based operating programs” as noted in Specification
Section A. We take this to mean Austin Peay is requesting package tracking software for use on three Windows PC workstations. Is this correct?
ANSWER:
Correct, we need it to be able to work on three Windows PC workstations.
3) These does not seem to be any requirement for mobile (handheld) computers. Please confirm. ANSWER:
Correct, at this time we are not needing a handheld mobile device.
4) Is it required to provide the quote in the format shown in the table on page 9? Is it acceptable to provide our standard quote format?
ANSWER:
The pricing needs to be provide in the format shown in the table. 5) Is it possible to get the RFQ in Word or some other editable format? ANSWER:
Procurement and Contract Services does not publish the bids in any format other than pdf.
6) In requirement A.3 Window’s based operating programs what windows based operating programs is Austin Peay State University referring to? Please describe what you are seeking with this requirement?
a. Is this referencing a computer workstation?
b. Does APSU require the vendor to provide desktop computers with Windows? c. Does APSU require the vendor to provide mobile computers operating on
Windows?
d. Or merely use of the software on APSU provided Windows computers? Any detail that can be provided would be helpful.
ANSWER:
a. Correct, we need it to be able to work on three Windows PC workstations. b. The vendor does not need to provide desktop computers; these desktops
workstations are already being used and the tracking system just needs to be able to operate on them.
d. Correct, we already own the workstations and just need the tracking system software to be capable of working on our APSU provided Windows PC workstations/desktops. 7) Requirement O. indicates the software must integrate with campus ERP systems (plural).
A. What are your ERP systems?
B. Please describe any required integrations other than recipient information that is sought by APSU:
ANSWER:
A. We are on Ellucian Banner 8 for Finance, Student, AR, HR, and Financial Aid. B. The ability to use campus ID cards with the system.
8) Does APSU require http://www.itic.org/policy/accessibility/VPAT form to be competed and remitted or is Attachment C Vendor Product Accessibility Statement and Documentation the requirement. Please elaborate on deliverables that are expected in reference to requirement N. ANSWER:
If the vendor already has a complete Voluntary Product Accessibility Template (VPAT) completed, they can submit that with their bid. If the vendor does not have it completed, they will need to complete the remediation forms and conformance forms at are
Attachment C and Attachment D in the bid.
9) Please describe preferred format for response on Attachment C and Attachment D. ANSWER:
Attachment C and Attachment D can be completed in word or excel format.
10) Requirement K indicates system needs to be capable of server hosting or locally hosted by APSU? Which methodology does APSU prefer for pricing purposes? Cloud or installed locally? ANSWER:
We would prefer a cloud based system, but we want to make sure it is still operational during internet outages.
11) Address forwarding features under requirement L #1. Does APSU seek a full portal where students, faculty, and staff have access and visibility of their own packages in addition students being able to create their own forwarding information?
ANSWER:
Correct, we would like a full portal where students, faculty, and staff have access and visibility of their own packages in addition to allowing students to create their own forwarding information. Post office staff would also need to have access to this
information and be able to edit it as well. Additionally, post office staff would need to be able to generate and print reports of forwarding information so that staff will know when to close P.O. Boxes.
12) Requirement J is extremely broad, can any additional details be provided to ensure compliance can be met?
The purpose of requirement J is to ensure that we have a completely operational and functional package tracking system. This is meant to cover anything that the other requirements might have missed or overlooked but are important for ensuring a completely operational and functional package tracking system.
13) Requirement L.9. Please describe how you envision the text message opt in and out feature working? Would this be updated by staff or recipient?
ANSWER:
We would like to have the capability of recipients to have a feature to opt in and out of text message notification, but it would be nice if post office staff could also update these features as well.
14) Regarding the magstripe readers that you want to have future capability for microchip reading, are you referring to the EMV chip that is currently used on credit cards? If not, do you have any specification regarding the chips you would want to read?
ANSWER:
Currently APSU ID cards are only using mag stripe, so we will need a system that can definitely hand that. APSU ID cards may end up having chips in them in the future and would be nice to be able to incorporate that into the system in the future. At this time, we do not know what type of chip the cards will be using.
15) Is this a lease or purchase? ANSWER:
Lease is preferred, but would be interested in purchasing based on price. Either one would require a maintenance agreement.
16) If this is a lease, are you willing to sign lease contract, license agreement and hosted service agreement (if cloud base) with the awarded vendor?
ANSWER:
Depends on language, as State of Tennessee agency, we are not allowed to agree to lots of terms and conditions. Vendor would to be willing to accept State of Tennessee
language.
17) Under scope: Please define what custom detailed analytics means. Example would be great. ANSWER:
We are looking for customizable reports for benchmarking and productivity tracking. (Report examples: received and delivered packages, reports that told us what was in inventory; which included location, reports that could break down the type of packages such as certified, damaged, return receipt, express, etc.)
18) What is TBR and University Standards for a secure DB? ANSWER:
All OS and DB level systems are regularly patched and updated, data management and handling procedures are established, access controlled through role based access, and
19) What does any other requirements that to ensure a completed functional system mean? ANSWER:
The purpose of this is to ensure that we have a completely operational and functional package tracking system. This is meant to cover anything that the other requirements might have missed or overlooked, but are important for ensuring a completely
operational and functional package tracking system.
20) States alerts off of damage, Express, or certified as options. Can you provide an example of what it is you mean?
ANSWER:
We are looking for a way that the system can flag our attention that a package is
damaged, express, certified, return receipt, etc. when we are looking at it in the system so we know how to better handle that package. Additionally, we would like to be able to look at the system and see how many damaged, express, certified, return receipt, etc. are in inventory and where they might be located; such as the freezer.
21) What does this statement mean? An example would help “programmable business rules to set up specified actions when specified criteria are met?
ANSWER:
We are looking for a system that has the ability to create programmable options such as when we are handing out a package to a recipient and that package is a certified or express the computer prompts us to capture a signature from them. Additionally, we would like to have the option to have programmable options to create flags/alerts when a name is pulled up in the system so that we can include special operating or handling instructions for either the recipient’s packages. (i.e. when receiving a package for John Smith an alert pop up telling us to handle their packages a particular way; such as store in freezer or hold for pickup, etc.)
22) Define integrate with Campus ERP?
ANSWER: Import data from Ellucian Banner – most likely through batch files. 23) What is the ERP system being used? How do they see using the system with the ERP?
ANSWER: Currently ERP is Ellucian Banner. I believe they wish to populate the system with recipient/student data.
24) If we do not meet a specification, but provide an optional solution, will that be accepted? ANSWER:
In order to be considered, the optional solution must completely meet our needs. 25) If we do not meet L1 or L4 specification, is that a deal breaker?
Correct, we are needing a system that will be able to assist us in our forwarding needs. We are looking for a system that will be able to tell us if a package is express, certified, damaged, or has a special operating/handling instruction.
26) Under Preparation and Submission of Bid, please explain what samples you would be requesting?
ANSWER:
This terms are our standard terms and conditions. We are not needing samples with this RFQ.
27) Can the purchase order be emailed instead of mailed to the awarded vendor? ANSWER:
All purchase orders are electronically generated and sent via email or fax.
28) Please provide an explanation as to what is meant “if the license is perpetual, a provision for access to the source code should be added.
ANSWER: For example, if the company owning the product/code were to no longer exist at some point in the future, we would want access to the source code and the ability to use the product on self-support/to perpetuity.
29) Will a performance and/or payment bond be required? ANSWER:
A performance and/or payment bond is not required with this RFQ.
30) What is your intention by the statement, “The institution reserves the right to order up to 10% more or less than the quantity listed in the bid?”
ANSWER:
This terms are our standard terms and conditions.
31) Would vendor in this instance be considered an onsite contractor? ANSWER:
No
32) What is meant in 4.3.1 by “The University reserves the right to receive proof of contractor’s material cost, when desired, for auditing purposes?
ANSWER: No
33) For ‘Default of selected Vendor”, would it be acceptable to strike ‘and hold the defaulting vendor responsible for any resulting cost’?
ANSWER: No
