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INDEPENDENT SCHOOL DISTRICT 834. Stillwater Area Public Schools

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INDEPENDENT SCHOOL DISTRICT 834

Stillwater Area Public Schools

REQUEST FOR PROPOSAL

COMPREHENSIVE FEE MANAGEMENT SYSTEM

October 2013

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TABLE OF CONTENTS

SECTION I – GENERAL INFORMATION

. . . 2

1.1

INTRODUCTION

. . . 2

1.2

RFP QUESTIONS

. . . 2

1.3

BACKGROUND/PURPOSE . . .

. . . 2

SECTION II – SCOPE OF PROGRAM

. . . 3

SECTION III – PROGRAM REQUIREMENTS

. . . 3

3.1

INTERFACE REQUIREMENTS . . .

. . . 3

3.2

INFRASTRUCTURE AND TECHNICAL SPECIFICATIONS

. . . 3

3.3

INTEGRATION AND REPORTING . . .

. . . 3

3.4

EFFICIENCY . . .

. . . 4

3.5

FUNCTIONALITY . . .

. . . 5

SECTION IV – PROPOSAL

. . . 9

4.1

PROPOSAL PREPARATION

. . . 9

4.2

SOLUTION PROPOSAL

. . . 9

4.3

VENDOR OVERVIEW

. . . 9

4.4

CAPABILITY TO PERFORM

. . . 10

4.5

PROJECT SPECIFIC TEAM

. . . 10

4.6

APPROACH

. . . 10

4.7

COST PROPOSAL

. . . 10

4.8

PROPOSAL DEADLINE

. . . 10

SECTION V – EVALUATION

. . . 11

SECTION VI – PROJECT TIMELINE

. . . 11

A

TTACHMENT

A ‐

LIST OF SUPPORTED OPERATING SYSTEMS AND BROWSERS

. . . 12

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SECTION I – GENERAL INFORMATION

1.1 Introduction

This Request for Proposal (RFP) is an invitation to qualified vendors to provide proposals for a comprehensive fee management system (CFMS). The CFMS would provide the ability for the public to register and pay on‐line for district sponsored activities, products and services. The CFMS would provide district staff the ability to manage activity

registration, request for products or services, and account for payments both on‐line and in person.

1.2 RFP Questions

Questions and/or correspondence related to this RFP document can be directed to: Lynne Ritzer, Supervisor of Finance

Independent School District 834 1875 South Greeley Street

Stillwater, MN 55082

Email: ritzerl@stillwaterschools.org (preferred method of contact) Phone: (651) 351‐8333

1.3 Background/Purpose

The District currently has multiple on‐line registration and payment solutions. One for Community Education, one for food service user accounts and one for transportation. The district goal is to integrate and expand the ability to accept on‐line registration and payment using credit cards, debit cards, and ACH to all other school sponsored activities and/or district offered services.

The purpose of this RFP is to source a supplier that can offer a single on‐line solution that meets the diverse needs of the district while providing the public a “one stop” shopping experience allowing them to register and pay on‐line for the various activities and/or services offered by the district.

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SECTION II – SCOPE OF PROGRAM

The CFMS will be expected to perform processes and tasks for all school district departments. The system requirements are outlined in general for all departments under the headings of Interface, Infrastructure/Technical Specification, Integration/Reporting, and Efficiency. Specific needs, as requested by individual departments, are listed separately under the area of

Functionality.

SECTION III – PROGRAM REQUIREMENTS

3.1 Interface Requirements

1. Easy to use while geared toward customer satisfaction and service 2. Attractive system with ample white space

3. Allows for inclusion of media

4. Allows for one‐stop shopping (allowing transactions from multiple departments/programs)

5. Requires minimal clicks

6. Web‐based required for end‐user and for district

o Must use commonly accepted web technologies and meet industry security standards

o Must operate with full functionality on a wide range of browsers and devices(Attachment A)

7. Support for mobile devices at point of sale 3.2 Infrastructure and Technical Specification

1. PCI‐DSS compliant

• Credit cardholder primary account number (PAN) data shall not be maintained/stored directly by district

2. Product may use third‐party payment gateway to facilitate recurring payment,

preauthorization/authorization hold, and “wallet/card‐on‐file” functionality

3. Must be compliant with Section 508 standards

4. Must operate on existing hardware or require only a minimal investment in

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3.3 Integration and Reporting

1. Integrates with Skyward, the district student information system (SIS) and supports file uploads (student ID number, address, phone, persons in family)

2. Ability to integrate with other systems (e.g. Finance, Food Service, Transportation, Community Ed)

3. Users (families and district staff) to have access to custom, ad hoc and canned reports at different authentication levels

4. Must store district assigned ID numbers, primary keys

3.4 Efficiency

It is expected that the system shall automate manual functions without increasing current work load or work processes. The ideal system will decrease current work load or work process at a low cost to the district and/or end users. To further increase the efficiency of existing procedures, the system will contain as much as possible of the following:

1. Maintains functionality of current software programs – current features exist in new

system

2. Interfaces with Skyward student information system 3. Includes planning and event set up capabilities

4. Financial tracking capabilities, “cash management” (to include improved methods

for deposits, refunds by event or activity)

5. Separates in‐district and out‐of‐district fees for tracking

6. Identifies if a customer qualifies for a service or discount (based on student information and ID number)

7. Is user‐friendly

8. Clients have access to their account with ability to view fees paid, completed forms,

class/activity information and pending fees

9. Ability to link with active button on school’s web site that links directly to

registration and fee payment

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3.5 Functionality

The system should be intuitive and easy to use for both the client and the district

employee. Key functions for both the Client and the District Employee must be included. All departments will require the functions listed in the District Wide Needs table.

Functions required that are specific to departments are listed in separate tables.

District Wide System Needs Client

1. Secure for use of cards by end‐user 2. Directions are clear, use of NEXT tabs are

apparent

3. Allows user to register and pay fees, and make donations in person and online a. POS at door or gate with debit/credit

card (card swipe ability) b. POS at office with debit/credit

card/cash/check

c. Online ticket presale for events to include seat selection

4. Performs refund process specific to department procedures

5. Allows for inclusion of electronic signature (Field trip permission, athletic participation permission, signed agreements,

membership)

6. Use of active document with ability to type into forms, save and send

7. Provides immediate proof of approval/confirmation/receipt of

submission with ability for immediate print or client receipt of email confirmations 8. Available in more than one language 9. Browse capability include links to

documents, picture, and video 10.Maintains current capabilities

11.Capable of sending end‐user a payment notice/bill via e‐mail

12.Opt‐in Free & Reduced consideration

District

1. Secure

2. External help desk support

3. Integrates with other District data bases to include student information and finance systems

4. Cash management system that accepts Cash, Check, Credit Card, partial payment and recurring (bi)monthly payments a. Allows use of Sliding Fee Scale for fees b. Allows for reduced fees,

scholarship/free fees based on Free and Reduced lunch data for student and household

c. Allows override of Free/Reduced recognition

d. Ability to refund or to hold credit on account

e. Allows for multiple refund policies and scenarios based on department

parameters

f. Allows for wait list capabilities and holds credit card information, see 3.2.2 5. Allows for class planning/event set up 6. Allows for recording of parent permission

to verify Free & Reduced meal status 7. Allows for user access to be set up with

multi‐level log in permissions

8. Ability to confirm electronic signature 9. Tracks all district users modifying

transactions (audit at user level for changes to records)

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Community Education Client

1. View family/participant/class history 2. Ability to view schedules, calendars, and

permits on account

3. Ability to view account balances, pending and completed requests

4. Ability to reserve facility of choice, knowing facility profile (i.e. capacity, desks, sink, carpet, etc.)and pricing structure (i.e. youth group, community member, etc.)

District

1. Ability to conduct a placement of registrations/applications by lottery process

2. Maintain staff records, personal

information, wage agreements, contracts 3. Allows for access to comprehensive

registration, financial and staff reports (i.e. event by event, real time cost & revenue information)

4. Invoicing capabilities available 5. Scheduling with real time conflict

management/ability to double book 6. Allow for schedules/calendars to be shared

across departments

7. Facilities scheduler interfaces with all classes and activities

8. Be able to charge multiple fees & discounts – i.e. sliding fee, 2 for 1 etc. 9. Levels of student data‐reports that identify

special needs i.e. food allergies special medical needs, approval for student to photographed, etc.

10. Facilities scheduler offers multiple pricing structure (i.e. depends on group type, community member, etc.)

11. Needs state reporting category capabilities 12. Ability to build event and book facility at

the same time

13.Ability to export all information into multiple formats (i.e. Excel, Ascii, etc.) 14.Ability to pull real‐time attendance,

rosters, class lists, etc.

15.System needs to be marketing‐friendly (i.e. target marketing based on past uses, provide e‐mail addresses, etc.) 16.Electronic sign‐in and out

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Athletics Client

Event ticket sales

1. Online ticketing for patrons ‐ with ability to print bar coded document, bring it to venue and have it scanned with portable devices 2. Allows for viewing of online theater seating

charts with ability to select available seat from chart, pay for seat and print receipt or ticket

3. Online ticket purchase interfaces with on site ticket system for up to date ticket availability

4. Email confirmation to include bar coded voucher/ticket for proof at entry

Student registration

1. Ability to see previous payments for

student – dollars remaining to reach district established ‘cap’

2. Ability to input student fees in advance, leave on account to activate at later date 3. Ability for students to register to complete

required forms (MSHL, other), pay fees and electronic signature

District

Event ticket sales

1. Real time system that accurately tracks ticket sales and specific seat purchase, automatic auditing of ticket sales 2. Reporting function active at all times

Student registration

1. Student information includes payment information for individual and families and tracks dollars remaining to reach district established ‘cap’ for fees

2. Ability to process refund within established parameters

3. System maintains all student information by ID to include payments, activities, physical date, and coach information 4. Adds activity as a course in the student

schedule

5. Ability to print rosters, payments received 6. Reports to show fees paid vs. those not

paid

7. Ability to implement fee cap before parent overpays

8. Ability to list student as exempt for fees 9. Support for mobile device access

Food Service Client

1. Allows for banking system set for recurring payment

2. Client can view all transaction/food purchases and transactions including specific a la carte items

3. Day end account balance history available

District

1. System tracks all payments 2. Tracks all a la carte purchases to

specifically identify item purchased 3. Ability to stop auto payments

4. Integration with Food Service system, PCS 5. Automated ability to e‐mail low balance

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Transportation Client

1. Ability to identify if the user qualifies for the service

District

1. Various forms of registration to be used 2. Ability to coordinate information with

various sources and data bases

3. Multiple layers of approval for information entered for public viewing and use

SECTION IV – PROPOSAL

The RFP provides information necessary to submit proposals. However, it is not intended to limit content or to exclude any relevant or essential data. Respondents are encouraged to include additional information that will substantiate capability, approach, quality and commitment.

Provide responses to items listed below in sufficient, but succinct detail to provide for a complete evaluation and assessment. Please respond in the order noted and include any additional information that would be helpful in determining the full scope of services offered.

4.1 Proposal Preparation

Submit Request for Proposals to District 834 in accordance with the following requirements:

Two complete RFP responses, including any attachments, one of which MUST be an original, including the signatory/information sheet

Proposal must be signed in longhand, executed by a principal duly authorized to enter into an agreement

No facsimile copies or e‐mails will be accepted Deliver to:

Lynne Ritzer, Supervisor of Finance Independent School District 834 1875 South Greeley Street Stillwater, MN 55082 Schools

Client

1. Ability to sign up, sign consent form and pay for field trips

2. Buy items from a school store

District

1. Ability to add, set pricing and quotes for items

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4.2 Solution Proposal

Provide a detailed, succinct proposal for a solution that meets the needs as specified in SECTION III, including the following:

Proposed “ownership” of the program – who owns the finished product The process for requested changes to the finished program

How program “updates” are scheduled/implemented

Provide a detailed example project plan that includes implementationWhere the system and data is hosted

4.3 Vendor Overview

Include the following information along with any other information pertinent to the proposal:

1. Contact name, phone number, e‐mail address and website 2. Address of company’s location(s)

3. Staffing count by discipline

4. Brief statement of services offered 5. Years in operation

4.4 Capability to Perform

1. List three projects/contracts your company has completed of similar scope with reference names and phone numbers

a. Provide a brief description of the solution provided for each reference 2. Give examples of experience with:

a. Web based e‐commerce, registration solutions b. Integrating with existing systems/databases c. Scalability

d. Implementation e. Support

3. Describe service level agreement for on‐going support

4.5 Project Specific Team

1. Key Personnel

Indicate how you would staff your project management team

4.6 Approach

Describe the proposed approach, provide specific, detailed steps that will be taken to insure successful project completion and include any additional information that would be helpful in determining the full scope of services offered.

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4.7 Cost Proposal

Provide separate cost proposals for:

a. Base program that meets the needs identified

b. Provide fee schedules for other services offered that have not been specifically required in the RFP

c. Include any other additional costs, such as other licensing, transaction fees, hardware, yearly licensing and/or upgrade fees, etc.

4.8 Proposal Deadline

Proposal must be received on or before Request for Proposal closing hour of 2:00 p.m. on November 1, 2013. Proposals received after the stated time will not be opened or considered.

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SECTION V – EVALUATION

Submitted proposals will be reviewed and evaluated by the On‐Line Payment Committee. After initial review selected vendors may be contacted for additional information and/or to make a presentation to the committee.

SECTION VI – PROJECT TIMELINE

Request for Proposal Issued

October 11, 2013

Request for Proposal Deadline

November 1, 2013 ‐ 2:00 p.m. CDT

Proposal Presentations

January, 2014

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ATTACHMENT A

District 834 List of Supported Operating Systems

1. Macintosh

10.6.x (Snow Leopard) 10.7.x (Lion)

10.8 (Mountain Lion) 10.9 (Mavericks)

2. Windows

XP (latest service pack) Windows 7

Windows 8

3. Chrome OS 4. Mobile

iOS 6 & up Android 4.0 & up

District 834 List of Supported Internet Browsers

Macintosh

Firefox Chrome Safari

Windows

Firefox

Internet Explorer Chrome

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ATTACHMENT B

REQUEST FOR PROPOSAL – COMPREHENSIVE FEE MANAGEMENT SYSTEM

PLEASE PRINT OR TYPE

Date: ____________________ Company Name:

Address:

Phone Number: ____ ____________________ Fax Number: ________________

Name and Title of Company/Firm Signatory: __________________________________________ Signature of Authorized Signatory: _________________________________________________ Name and Title of Primary Contact for Project: _______________________________________

Please answer the following questions:

Is the signatory listed above legally authorized to enter the company/firm into an agreement? Yes No

If requested will you make a presentation of your proposal to the selection committee at the District Offices of ISD 834? Yes No

Do you understand that all costs associated with preparation and submission of this proposal and any presentations are done solely at the cost of the respondent with no expectation of remuneration from the District? Yes No

Insurance

As a vendor/contractor providing services to Stillwater Area Schools District 834, we require that you provide us with evidence of insurance with the minimum requirements outlined below:

Commercial General Liability (Occurrence Form)

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000 Products/Completed Operations Aggregate $1,000,000 Personal & Advertising Injury Liability $1,000,000

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Each Occurrence $1,000,000

· Stillwater Area Public Schools, named as an Additional Insured with primary and non-contributory coverage

Workers’ Compensation and Employer’s Liability

Workers’ Compensation State Statutory Limits

Employer’s Liability

Bodily Injury by Accident $100,000 each accident Bodily Injury by Disease $500,000 policy limit

Bodily Injury by Disease $100,000 each employee

Automobile Liability $1,000,000 each accident

Umbrella Liability

Each Occurrence and Aggregate $3,000,000

Coverage must be placed with an insurance company with an A.M. Best rating of A-; VII or better.

Non‐Collusion Affidavit

Signatory certifies that the submitted proposal was made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, services or equipment, and is in all respects fair and without collusion or fraud. The respondent understands submitting a collusive proposal is a violation of state and federal law, and can result in fines, prison sentences and civil damage awards.

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