CCCTC Business Process Management (BPM) System - California Community Colleges

Transcription

1 CCCTC Business Process Management (BPM) System - California Community Colleges I. INTRODUCTION Point Value: 0 The Butte-Glenn Community College District, CCC Technology Center, ("BGCCD" or "District" or "CCCTC") has issued this Request for Proposals (RFP) to define minimum contract requirements; solicit proposals; detail proposal requirements; and outline the District's process for evaluating proposals and selecting the contractor to provide the needed goods or services. Through this RFP, the District seeks to procure necessary goods or services at the most favorable, competitive prices and to give all qualified businesses opportunity to do business with the District as contractors, subcontractors or suppliers BGCCD History and Make Up The Butte-Glenn Community College District is a political subdivision of the State of California and an institution of post-secondary education, located in Oroville, California. The District comprises the main campus in Oroville, campuses in Chico and Orland, and multiple satellite education sites dedicated to serving the educational needs of citizens and businesses of Butte and Glenn counties. BGCCD educates and trains approximately 20,000 persons each year in credit and non-credit courses. The District employs over 1,400 employees. A seven member governing board governs the District, elected from geographical districts in Butte and Glenn counties for four-year terms. The chief executive officer of BGCCD is the Superintendent/President. Funding comes from property tax, state apportionments, student tuitions, and federal, state and private grants. Additional information about BGCCD is available on the web at California Community Colleges Technology Center (CCCTC) Funded by grants from the California Community Colleges Chancellor's Office, the California Community Colleges Technology Center, hosted by Butte College, facilitates and coordinates the work of systemwide technology projects. Among the projects CCCTC has responsibility for, the following are directly facilitated by the Business

2 Process Management (BPM) System outlined in this RFP. Course Identification Numbering Syatem (C-ID) C-ID is a supranumbering system being developed to ease the transfer and articulation burdens in California's higher educational institutions by providing an approved common course descriptor that local California Community College courses can map to. CCC Chancellor's Office Curriculum Inventory (CO CI) The Chancellor's Office Curriculum Inventory holds the listing of approved courses and programs currently or previously made available through the California Community Colleges Definitions 1.4. Statement of Procurement Purpose The goal of this RFP is to secure a contract that provides a purchasing and pricing framework which will enable the Butte-Glenn Community College District's CCC Technology Center to purchase a Business Process Management (BPM) System as needed to support the Course Identification Numbering Syatem (C-ID) and CCC Chancellor's Office Curriculum Inventory (COCI) applications Scope of Service, Contract Period, & Required Terms and Conditions Contract Period - 5 years The RFP Attachment A, Pro Forma Contract details the District's requirements: Scope of Services and Deliverables Payment Terms Standard Terms and Conditions Special Terms and Conditions The Pro Forma contract substantially represents the contract document that the successful Respondent must sign Nondiscrimination No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin, or any other classification protected by federal, California state constitutional, or statutory law. The Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

3 1.7. RFP Communications The District has assigned the following RFP identification that must be referenced in all communications regarding this RFP: CCCTC Unauthorized contact about this RFP with employees or officials of the District except as detailed below may result in disqualification from consideration under this procurement process Prospective Respondents must direct ALL communications concerning this RFP through the messaging portal of RFP365.com Only the District's official, written responses and communications with Respondents are binding with regard to this RFP. Oral communications between a District official and one or more Respondents are unofficial and non-binding Potential Respondents must ensure that the District receives all written questions and comments, including questions and requests for clarification, no later than the Written Questions & Comments Deadline detailed in the RFP Section II, Schedule of Events Respondents must assume the risk of the method of dispatching any communication or response to the District. The District assumes no responsibility for delays or delivery failures resulting from the Respondent's method of dispatch. Actual or digital "postmarking" of a communication or response to the District by a specified deadline is not a substitute for the District's actual receipt of a communication or response The District will convey all official responses and communications related to this RFP to the prospective Respondents who have registered as Vendors through RFP365.com AND "accepted" the RFP The District reserves the right to determine, at its sole discretion, the method of conveying official, written responses and communications related to this RFP. Such written communications may be transmitted by mail, hand-delivery, facsimile, electronic mail, Internet posting, or any other means deemed reasonable by the District. For internet posting, please refer to the following website: RFP365.com The District reserves the right to determine, at its sole discretion, the appropriateness and adequacy of responses to written comments, questions, and requests related to this RFP. The District's official, written responses will constitute an amendment of this RFP Any data or factual information provided by the District (in this RFP, and RFP amendment or any other communication relating to this RFP) is for informational purposes only. The District will make reasonable efforts to ensure the accuracy of such data or information, however it is the Respondent's obligation to independently verify any data or information provided by the District. The District expressly disclaims the accuracy or adequacy of any information or data that it provides to prospective

4 Respondents Assistance to Respondents With a Handicap or Disability Prospective Respondents with a handicap or disability may receive accommodation relating to the communication of this RFP and participating in the RFP process. Prospective Respondents may contact the RFP Coordinator to request such reasonable accommodation no later than the Disability Accommodation Request Deadline detailed in the RFP Section II, Schedule of Events Respondent Required Review & Waiver of Objections Each prospective Respondent must carefully review this RFP, including but not limited to, exhibits, the RFP Attachment A, Pro Forma Contract, and any amendments, for questions, comments, defects, objections, or any other matter requiring clarification or correction (collectively called "questions and comments") Any prospective Respondent having questions and comments concerning this RFP must provide them electronically through the RFP365.com portal no later than the Written Questions & Comments Deadline detailed in the RFP Section II, Schedule of Events Protests based on any objection to the RFP shall be considered waived and invalid if the objection has not been brought to the attention of the District, in writing, by the Written Questions & Comments Deadline Pre-Proposal Conference A Pre-proposal Conference will be held at the time and date detailed in the RFP Section II, Schedule of Events. Pre-proposal Conference attendance is not mandatory, and prospective Respondents may be limited to a maximum number of attendees depending upon overall attendance and space limitations. The conference will be held via telephone: Meeting Details Status: Active Title: CCCTC Business Process Management (BPM) System - California Community Colleges College/Group/Org: CCC Technology Center Closed Caption: No Date Start time End time Duration Closed Caption 10/12/2015 2:00 pm Pacific 3:00 pm Pacific 1 hour no

5 Participant Details Telephone conference line: or US Toll Meeting ID: Password: Telephone Conference Feature *6 - Mute/unmute your individual line The purpose of the conference is to discuss the RFP scope of goods or services. The District will entertain questions, however prospective Respondents must understand that the District's oral response to any question at the Pre-proposal Conference shall be unofficial and non-binding. Prospective Respondents must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written Questions & Comments Deadline date detailed in the RFP Section II, Schedule of Events. The District will send the official response to these questions and comments to prospective Respondents that have registered through RFP365.com on the date detailed in the RFP Section II, Schedule of Events Intent to Respond Before the Intent to Respond Deadline detailed in the RFP Section II, Schedule of Events, prospective Respondents are asked to register as a Vendor with RFP365.com. Registering with RFP365.com creates no obligation to submit a response, however, it is necessary to ensure receipt of any RFP amendments or other notices and communications relating to this RFP Proposal Deadline A Respondent must ensure that the District receives a proposal no later than the Proposal Deadline time and date detailed in the RFP Section II, Schedule of Events. A proposal must respond, as required, to this RFP (including its attachments) as may be amended. The District will not accept late proposals, and a Respondent's failure to submit a proposal before the deadline will result in disqualification of the proposal. 1. As the party responsible for submitting the RFP, I have read and understand the INTRODUCTION. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? no II. RFP SCHEDULE OF EVENTS Point Value: 0

6 2.1. The following RFP Schedule of Events represents the District's best estimate for this RFP. EVENT TIME (pacific time zone) DATE 1. RFP Issued 10/5/ Disability Accommodation Request Deadline 2:00 p.m. 10/9/ Pre-proposal Conference 2:00 p.m 10/12/ Intent to Respond Deadline (register with RFP365.com) 2:00 p.m. 5. Written "Questions & Comments" Deadline 2:00 p.m. 10/13/ /16/ District Response to Written "Questions & Comments" 5:00 p.m. 10/22/ Proposal Deadline 2:00 p.m. 10/29/ District Completion of Technical Response & Cost Proposal Evaluations 5:00 p.m. 11/4/ Interviews (if needed) TBD 11/11/ District Notice of Intent to Award Contract Released 12/11/ District sends contract to Contractor for signature 12. Contract Signature Deadline 1/6/2016 1/15/ The District reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it deems necessary. Any adjustments of the Schedule of Events shall constitute an RFP amendment, and the District will communicate such to prospective Respondents through the RFP365.com portal (refer to section: Introduction 1.11 ) 1. As the party responsible for submitting the RFP, I have read and understand the RFP SCHEDULE OF EVENTS. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? no

7 III. PROPOSAL REQUIREMENTS Point Value: Proposal Form A proposal to this RFP must consist of three parts, a Technical Response and a Cost Proposal. A proposal should be economically prepared, with emphasis on completeness and clarity. A proposal, as well as any reference material presented, must be written in English Technical Response. A Respondent must address all items detailed below and provide, in sequence, the information and documentation as required. All information and documentation included in a Technical Response should respond to or address a specific requirement detailed in this RFP. All information must be incorporated into a response to a specific requirement and clearly referenced. Any information not meeting these criteria will be deemed extraneous and will not contribute to evaluations. The Technical Response Is Composed of the Following Sections: VI. MINIMUM PROPOSER QUALIFICATIONS VII. GENERAL PROPOSER QUALIFICATIONS VIII. FINANCIAL & ORGANIZATIONAL STABILITY OF PROPOSER IX. TECHNICAL EXPERTISE & STRATEGY OF PROPOSER X. ADDITIONAL PROPOSER QUALIFICATIONS XI. APPENDICES XIII. TRANSMITTAL FORM 3.2. Proposal Delivery A Respondent must submit the Technical Response and Cost Proposal documents through the RFP365.com website RFP submission process by the Proposal Deadline. RFP365 website access and instructions will be provided to the primary point of contact for each qualified respondent Proposal Errors and Revisions A Respondent is liable for all proposal errors or omissions. A Respondent will not be allowed to alter or revise proposal documents after the Proposal Deadline time and date detailed in the RFP Section II, Schedule of Events, unless such is formally requested, in writing, by the District Proposal Withdrawal A Respondent may be withdraw a submitted proposal at any time before the Proposal Deadline time and date detailed in the RFP Section II, Schedule of Events by submitting a written request signed by an authorized Respondent representative. After withdrawing a proposal, a Respondent may submit another proposal at any time before the Proposal Deadline. After the Proposal Deadline, a Respondent may only withdraw all or a portion of a proposal where the enforcement of the proposal would impose an unconscionable hardship on the Respondent.

8 3.5. Additional Services If a proposal offers goods or services in addition to those required by and described in this RFP, the District, at its sole discretion, may add such services to the contract awarded as a result of this RFP. Notwithstanding the foregoing, a Respondent must not propose any additional cost amounts or rates for additional goods or services. Regardless of any additional services offered in a proposal, the Respondent's Cost Proposal must only record the proposed cost as required in this RFP and must not record any other rates, amounts, or information. NOTICE: If a Respondent fails to submit a Cost Proposal exactly as required, the District may deem the proposal non-responsive and reject it Proposal Preparation Costs The District will not pay any costs associated with the preparation, submittal, or presentation of any proposal. 1. As the party responsible for submitting the RFP, I have read and understand the PROPOSAL REQUIREMENTS. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? yes IV. GENERAL INFORMATION AND REQUIREMENTS Point Value: RFP Amendment The District at its sole discretion may amend this RFP, in writing, at any time prior to contract award. However, prior to any such amendment, the District will consider whether it would negatively impact the ability of potential Respondents to meet the proposal deadline and revise the RFP Schedule of Events if deemed appropriate. If a RFP amendment is issued, the District will convey it to potential Respondents who is registered at RFP365.com. A proposal must address the final RFP, including its attachment, as amended RFP Cancellation The District reserves the right, at its sole discretion, to cancel the RFP or to cancel and reissue this RFP in accordance with applicable laws and regulations District Right of Rejection Subject to applicable laws and regulations, the District reserves the right to reject, at its sole discretion, any and all proposals.

9 The District may deem as non-responsive and reject any proposal that does not comply with all terms, conditions, and performance requirements of this RFP. Notwithstanding the foregoing, the District reserves the right to waive, at its sole discretion, minor variances from full compliance with this RFP. If the District waives variances in a proposal, such waiver shall not modify the RFP requirements or excuse the Respondent from full compliance, and the District may hold any resulting Contractor to strict compliance with this RFP Assignment and Subcontracting The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a result of this RFP without prior approval of the District. The District reserves the right to refuse approval, at its sole discretion, of any subcontract, transfer, or assignment If a Respondent intends to use subcontractors, the proposal to this RFP must specifically identify the scope and portions of the work each subcontractor will perform Subcontractors identified within a proposal to this RFP will be deemed as approved by the District unless the District expressly disapproves one or more of the proposed subcontractors prior to signing the Contract After contract award, a Contractor may only substitute an approved subcontractor at the discretion of the District and with the District's prior, written approval Notwithstanding any District approval relating to subcontracts, the Respondent who is awarded a contract pursuant to this RFP will be the prime contractor and will be responsible for all work under the Contract Right to Refuse Personnel or Subcontractors The District reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any personnel of the prime contractor or a subcontractor providing goods or services in the performance of a contract resulting from this RFP. The District will document in writing the reason(s) for any rejection of personnel Insurance From time-to-time, the District may require the awarded Contractor to provide a Certificate of Insurance issued by an insurance company licensed or authorized to provide insurance in the State of California. Each Certificate of Insurance shall indicate current insurance coverages meeting minimum requirements as may be specified by this RFP or the contract. A failure to provide a current Certificate of Insurance will be considered a material breach and grounds for contract termination Professional Licensure and Secretary of State Registration

10 Before a contract resulting from this RFP is signed, the apparent successful Respondent (and Respondent employees and subcontractors, as applicable) must hold all necessary or appropriate business and professional licenses to provide the goods or services required by the contract. The District may require any Respondent to submit evidence of proper licensure Before the contract resulting from this RFP is signed, the apparent successful Respondent must be registered with the California Secretary of State and, if applicable, the local jurisdiction in which it is located or where the work will be performed. The District may require any Respondent to submit current business license issued in California or corporate number issued by the Secretary of State, as applicable Disclosure of Proposal Contents All materials submitted to the District in response to this RFP shall become the property of the District. Selection or rejection of a proposal does not affect this right. By submitting a proposal, a Respondent acknowledges and accepts that the full proposal contents and associated documents will become open to public inspection in accordance with the laws of the State of California The District will hold all proposal information, including both technical and cost information, in confidence during the evaluation process. Notwithstanding the foregoing, a list of actual Respondents submitting timely proposals may be available to the public, upon request, after technical proposals are opened Upon completion of proposal evaluations, release of a Notice of Intent to Award, successful completion of contract documents, and a determination that no considerations against public disclosure remain, the proposals and associated materials will be open for review by the public in accordance with law Contract Approval and Contract Payments The RFP and the contractor selection processes do not obligate the District and do not create rights, interests, or claims of entitlement in either the Respondent with the apparent best-evaluated proposal or any other Respondent. District obligations pursuant to a contract award shall commence only after the contract is signed by the District and the Contractor and after the Contract is approved by all other district officials as required by district policies No payment will be obligated or made until the relevant Contract is approved as required by applicable policies of the District The District shall not be liable for payment of any type associated with the Contract resulting from this RFP (or any amendment thereof) or responsible for any goods delivered or services rendered by the Contractor, even goods delivered or services rendered in good faith and even if the Contractor is orally directed to proceed with the delivery of goods or the rendering of services, if it occurs before the Contract start date or after the Contract end date.

11 All payments relating to this procurement will be made in accordance with the Payment Terms and Conditions of the Contract resulting from this RFP (refer to Section XV. ATTACHMENT A - Pro Forma Contract) Contractor Performance The Contractor who is awarded a contract will be responsible for the delivery of all acceptable goods or the satisfactory completion of all services set out in this RFP (including attachments) as may be amended. All goods or services are subject to inspection and evaluation by the District. The District will employ all reasonable means to ensure that goods delivered or services rendered are in compliance with the Contract, and the Contractor must cooperate with such efforts Contract Amendment After contract award, the District may request the Contractor to deliver additional goods or perform additional services within the general scope of the contract and this RFP, but beyond the specified scope of service, and for which the Contractor may be compensated. In such instances, the District will provide the Contractor a written description of the additional goods or services. The Contractor must respond to the District with a time schedule for delivering the additional goods or accomplishing the additional services based on the compensable units included in the Contractor's proposal to this RFP. If the District and the Contractor reach an agreement regarding the goods or services and associated compensation, such agreement must be effected by means of a contract amendment. Further, any such amendment requiring additional goods or services must be signed by both the District and the Contractor and must be approved as required by applicable policies and procedures of the District. The Contractor must not provide additional goods or render additional services until the District has issued a written contract amendment with all required approvals Severability If any provision of this RFP is declared by a court to be illegal or in conflict with any law, said decision shall not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of the District and Respondents shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid Next Ranked Respondent The District reserves the right to initiate negotiations with the next ranked Respondent should the District cease doing business with any Respondent selected via this RFP process. 1. As the party responsible for submitting the RFP, I have read and understand the GENERAL INFORMATION AND REQUIREMENTS. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? no V. PROJECT DESCRIPTION Point Value: 0

12 BACKGROUND The California Community College system comprises 113 individually accredited colleges organized into 72 fiscally autonomous districts under the Chancellor's Office or System Office. The California Community College Chancellors Office (CCCCO) conducts a number of system-wide technology initiatives for improving education and student services. A portion of these initiatives are coordinated by the Butte-Glenn Community College District via the CCC Technology Center (CCCTC) operating under grants from the CCCCO. Funds for this project from CCCCO are managed by the CCCTC. PROJECT OVERVIEW The California Community Colleges Technology Center wishes to procure a Business Process Management solution based on an open source platform to allow it to build out several system wide workflow applications. These applications will service users comprised of curriculum designers, articulation officers, and counselor staff across the 113 colleges in the system as well as State Chancellor's office personnel and State-wide Academic Senate personnel. It is likely that active users will range from in the 10s to in the low hundreds on any given day / hour of a normal business day. General Requirements The products and services described in this RFP are intended to be comprehensive but are not allinclusive in describing the particular activities, resources or other details necessary for the proper performance of the services. The proposed solution must include both a workflow & forms designer solution capable of being used by a business analyst level individual, i.e. not a developer as well as support for customizations through javascript. The proposed solution should support extension through web services both by being able to call out to an external service as well as being called by external services through a ResTful / JSON api layer. It is required that the solution support deployment against multiple database engine platforms with PostgreSQL and mysql being CCCTC current standards. The solution must be able to be deployed in a cloud environment (AWS preferred) and on a Linux operation system (Ubuntu 14.4 preferred). While volume may be low, the deployed application must be both fault-tolerant and support a viable DR strategy. We expect that the chosen solution will support deployment in a clustered model behind a firewall / load balancer layer. The solution must co-exist as part of a federation of applications and thus the solution must support single sign-on through SAML/Shibboleth. The proposed solution must be secure and must demonstrate being tested to address the OWASP (Open Web Application Security Project) Top 10. Software Ownership

13 If development of software is required, The California Community College System will only accept proposals where ownership of the resulting software resides solely with the CCCCO. Accessibility All software, including any software developed for this project will adhere to the Standards for Electronic and Information Technology of the Federal Government's Access-Board to meet the 508 guidelines for accessibility ( and meet the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA Specification. Services The proposal must include services that provide installation support, consulting on best practices, developer and user training, deployment support, and on-going maintenance support for the software. Project Approach The project approach is practical and disciplined, incorporating CCCTC's input throughout the entire life cycle on priorities, scope, findings, recommendations and deliverables. CCCTC will leverage best practices while adopting them to CCCTC's needs and culture. CCCTC and Contractor must establish a close working relationship based on trust and mutually agreed upon goals to ensure project success. Project Control Reviews. Frequent reviews between CCCTC and Contractor are critical for project success. Reviews include (but are not limited to) processes and procedures, design, code, test and implementation strategy. Change Control. After initial release, changes to scope and/or specifications are handled via a Change Request. Change Requests must be approved by CCCTC and Contractor. All change requests must be signed off by CCCTC and Contractor. Problem Reporting/Tracking. All program bugs and Change Requests are entered into a tracking system. CCCTC and Contractor will perform periodic reviews of all bugs and approved change requests to determine work priorities. Communication and Reporting. A weekly status report is used to report status and issues to CCCTC and Contractor management. Project Documentation. All project documentation is centrally stored and available to all project personnel. 1. As the party responsible for submitting the RFP, I have read and understand the PROJECT DESCRIPTION. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? no

14 VI. MINIMUM PROPOSER QUALIFICATIONS Point Value: 100 Qualified vendors shall provide evidence by providing references or self-reported testimony of the following: The proposed solution fully adheres to the BPMN 2.0 specification The proposal includes a suite of available professional services including: o Installation and configuration support o Customization o Analysis and implementation of additional infrastructure components o Troubleshooting, optimization, and performance tuning o Best practice consulting The solution is based on software that includes the availability of an open source version of the product/service with full functionality The solution includes the availability of a library of connectors and evidence of successful integration, including: o single sign-on / federated identity including Shibboleth/SAML o and messaging such as text messaging and social network integration o databases, particularly PostgreSQL The solution must be deployable in such as manner as to be fault-tolerant including support for a scalable, clustered version of the service o The solution must include the ability to be recoverable in the event of a disaster. Show evidence of a Disaster Recovery configuration with references Vendors not providing sufficient evidence of the above qualifications will not be considered as a qualified vendor for bidding purposes. 1. Describe your company's experience deploying solutions fully compliant with the BPMN 2.0 standard. 2. Describe your company's experience providing professional services including installation and configuration support, customization, analysis and implementation of additional infrastructure components, and best practice consulting. 3. Describe your company's experience provide post-installation services such as trouble shooting, optimization, and performance tuning. 4. Describe your company's support for open source within your business model.

15 5. Describe the level of involvement and support that third parties have with your solution set. Please include a listing of connectors or plug-ins available to extend your solution. 6. Describe your experience supporting your customers with planning and implementation of a fault-tolerant deployment of your solution set along with disaster recovery planning. 7. Describe the level of support for Accessibility in your solution. Please include a copy of your VPAT. 8. Provide a typical implementation and configuration schedule. VII. GENERAL PROPOSER QUALIFICATIONS Point Value: Provide an Executive Summary for this Proposal 2. Provide a narrative history of your organization and explain the added value that your organization provides and what distinguishes it from all others. 3. Describe your company s experience providing solutions to higher education. 4. Describe the growth of your customer base over the last five years particularly in the education segment of the market using both growth percentages and quantities. 5. What percentage of your company s resources is entirely dedicated to the support of higher education? 6. Describe your understanding of and how your company will comply with all applicable federal and state individual identity protection and privacy laws. 7. What is your client retention rate ( the number of currently supported clients divided by the total number of clients who have ever contracted with your company for any higher education help desk services )? 8. List hardware, software, or service Proposers with which you have strategic business partnerships related to this RFP and describe the nature of these partnerships.

16 9. Describe the mechanism by which you insure that client comments and feedback are used in improving support and planning enhancements 10. Please provide an overview of your operational capabilities, focusing on capacity and workforce management. VIII. FINANCIAL & ORGANIZATIONAL STABILITY OF PROPOSER Point Value: Did your company produce a profit during the last fiscal year? Priority: 1. Response Type: Choose from a list. Yes/No. Comment? yes 2. Has your company consistently shown a profit for each of the last five fiscal years? Describe any circumstances, time frame, and resolution surrounding a lack of consistent profitability. Priority: 3. Response Type: Choose from a list. Yes/No. Comment? yes 3. Has your company ever filed for bankruptcy? Describe any circumstances, time frame, and resolution surrounding a bankruptcy. Priority: 5. Response Type: Choose from a list. Yes/No. Comment? yes 4. Are audited annual reports available to potential clients? Priority: 3. Response Type: Choose from a list. Yes/No. Comment? yes 5. How many employees did you hire over the last 12 months? Priority: 1. Response Type: Text. 6. How many employees left your organization over the last 12 months? Priority: 1. Response Type: Text. 7. What is the average length of service for all of your employees? 8. Have you been engaged in a lawsuit with a customer and the customer won the lawsuit? Priority: 3. Response Type: Choose from a list. Yes/No. Comment? yes 9. What was the year your company was founded? 10. What is the legal form of your business? (i.e., sole proprietorship, partnership, LLC, corporation/state of incorporation) 11. Provide the number and location of your businesses offices.

17 12. What are your principle lines of business? 13. Disclose any conditions (e.g., bankruptcy or other financial problems, pending litigation, planned office closures, impending merger or sales of the company) that may affect your firm s ability to perform contractually. 14. Provide a list of current customer references for similar services representing three of the accounts currently serviced. Please list any community colleges and school districts to which your firm has recently provided similar services. For each reference, include the company name and business address; the name, job title, and phone number of a contact person; and a brief description of the service provided and the period of service. 15. I certify that the firm and its principals are not debarred, suspended or otherwise declared ineligible to contract by any federal, state or local public agency, or declare and explain any such status. Priority: 5. Response Type: Choose from a list. Yes/No. Comment? yes IX. TECHNICAL EXPERTISE & STRATEGY OF PROPOSER Point Value: Describe your company's experience with your products being deployed in an Amazon AWS based cloud environment. Is this a supported configuration? Does your documentation cover the details of deploying into AWS? 2. Describe your technical expertise in Business Process Management. What standards do you support, including BPMN 2? 3. Describe your product's workflow and form designer suite and how it supports use by relatively non-technical end users. 4. Describe your support for an open source software model. What open source license is your software available under? 5. List the hardware, software, and services companies/organizations with which you have strategic business partnerships and describe the nature of these partnerships 6. Describe succinctly how your firm would accomplish the services and satisfy the district's objectives as described in this RFP.

18 7. Describe your technical experience in developing software according to the standards of the World Wide Web consortium to provide compatibility with internet technologies while ensuring usability across common Internet browsers in personal computer and mobile device operating systems. Include how your products and solutions support responsive design principals 8. Describe your support for accessibility technology including Section 508 of the Standards for Electronic and Information Technology ( and the Web Consortium Accessibility Guidelines Version 2 Level AA? 9. Describe which database management systems are fully supported by your product offering. Detail your support for PostgreSQL Describe your product's support for, or how it supports its users in the development of Responsive Design for mobile clients. 11. What support do you provide for migrating BPMN 2.0 workflows from other BPM solutions. Please name the platforms you have supported successful migrations from. 12. Describe your proposed solution's support for calling out / integrating with external services via Restful Web Service calls? 13. Describe your proposed solution's support for form field validation from external data sources. For example, validation of data entry of a college name against an external data source of colleges. Does your solution allow validation using custom javascript? 14. Please describe what custom professional services your company offers. Are you able to fully implement a set of developed business processes if requested? Please detail the range of services available, i.e. from business analysis to implementation, testing, hosting, and training. X. ADDITIONAL PROPOSER QUALIFICATIONS Point Value: 0 Please do not use this area to provide detailed descriptions of your products. 1. If you would like to include a more complete description of your qualifications, please include at this location. Specifically highlight those qualifications that distinguish you from your competitors.

19 XI. APPENDICES Point Value: 0 Respondents are cautioned not to submit large amounts of extraneous material; appendices should be relevant and brief. 1. Include any additional information you deem essential to a proper evaluation of your proposal and which is not solicited in any of the preceding sections. XII. COST PROPOSAL Point Value: 100 The Cost Proposal shall indicate the proposed price for goods or services defined in the Scope of Services of the RFP Attachment A, pro forma contract and statement of work and ATTACHMENT B - Help Desk Reference for information about service procedures, SLA's, and volume estimates. The proposed cost shall incorporate ALL costs for services under the contract for the total contract period, including any renewals or extensions. The Cost Proposal must be submitted by an individual empowered to bind the Respondent to the provisions of this RFP and any contract awarded pursuant to it. A Respondent must submit the Cost Proposal Worksheet.xlsx to the District in a sealed package ( Non-password protected.zip Compressed Archive File containing a Microsoft Word Document ). 1. Are prices are guaranteed for the life of the contract? If not, indicate how prices will change over the life of the contract? Priority: 0. Response Type: Choose from a list. Yes/No. Comment? yes 2. Describe your pricing model (e.g. usage, number of users, etc)., features and services included in the base fees. Describe any one-time start-up/set-up fees as well as a framework for pricing as the implementation expands with any price caps. 3. Describe your billing approach including the desired billing arrangements. 4. Describe in detail your proposal for penalties to your company for missing service level agreements. 5. Describe in detail your proposal for an earn-back structure to regain penalties incurred to your company.

20 6. Upload Cost Proposal Here XIII. TRANSMITTAL FORM Point Value: 0 1. Respondent Representative 2. Respondent Company 3. Address 4. Phone 5. Address 6. This proposal response shall remain valid for a period of not less than ninety days (90) from the due date for proposal submittal. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? yes 7. Identify, according to instructions provided in this RFP, of any information contained in the proposal which the Respondent deems to be, and establishes as, confidential or proprietary and wishes to be withheld from disclosure to others under the California Public Records Act or the U.S. Freedom of Information Act (a blanket statement that all contents of the proposal are confidential or proprietary will not be honored by BGCCD); 8. As the party responsible for submitting the RFP, I have read and understand the PROPOSAL REQUIREMENTS and by entering my name here, I affirm that I am the person authorized to bind the Respondent to the terms of the Proposal. XIV. EVALUATION AND CONTRACT AWARD Point Value: Evaluation Categories & Maximum Points The District will consider qualifications, experience, technical approach, and cost in the evaluation of proposals. The Proposal Evaluation Team will award points in each of the categories detailed below (up to 500, the maximum evaluation points possible) to each proposal deemed by the District to be responsive.

21 EVALUATION CATEGORY RANGE OF POINTS POSSIBLE VI. MINIMUM PROPOSER QUALIFICATIONS Proposers with average Minimum Proposer Qualification Scores below 70 may not be considered a qualified vendor for bidding purposes and eliminated from further scoring. 0 or VII. GENERAL PROPOSER QUALIFICATIONS VIII. FINANCIAL & ORGANIZATIONAL STABILITY OF PROPOSER IX. TECHNICAL EXPERTISE & STRATEGY OF PROPOSER XII. Cost Proposal Evaluation Process The evaluation process is designed to award the contract resulting from this RFP not necessarily to the Respondent offering the lowest cost, but rather to the Respondent deemed by the District to be responsive and responsible who offers the best combination of attributes based upon the evaluation criteria. ("Responsive Respondent" is defined as a Respondent that has submitted a proposal that conforms in all material respects to the RFP. "Responsible Respondent" is defined as a Respondent that has the capacity in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.) Technical Response Evaluation. The RFP Coordinator and the Proposal Evaluation Team (consisting of three (3) or more California Community College employees) will review the response to determine if the requirements of this RFP are addressed as required and maintain evaluation records The District reserves the right, at its sole discretion, to request Respondent clarification of a Technical Response or to conduct clarification discussions with any or all Respondents. Any such clarification or discussion will be limited to specific sections of the response identified by the District.

22 The subject Respondent must put any resulting clarification in writing as may be required and in accordance with any deadline imposed by the District The RFP Coordinator will review each Technical Response to determine compliance with mandatory requirements of this RFP. If the RFP Coordinator determines that a response failed to meet one or more of the mandatory requirements, the Proposal Evaluation Team will review the response and document the team's determination of whether: a. the response adequately meets RFP requirements for further evaluation; b. the District will request clarifications or corrections for consideration prior to further evaluation; or, c. the District will determine the response to be non-responsive to the RFP and reject it Proposal Evaluation Team members will independently evaluate each Technical Response (that is responsive to the RFP) against the evaluation criteria in this RFP, and will score each in accordance with the evaluation criteria of this RFP For each response evaluated, the RFP Coordinator will calculate the average of the Proposal Evaluation Team member scores and record each average as the response score for the respective Technical Response section Before Cost Proposals are opened, the Proposal Evaluation Team will review the Technical Response evaluation results and any other available information pertinent to whether or not each Respondent is responsive and responsible. If the Proposal Evaluation Team identifies any Respondent that does not to meet the responsive and responsible thresholds such that the team would not recommend the Respondent for Cost Proposal Evaluation and potential contract award, the team members will fully document the determination Cost Proposal Evaluation. The RFP Coordinator will open for evaluation the Cost Proposal of each Respondent deemed by the District to be responsive and responsible and calculate and record each Cost Proposal total amount. The district may award to any one of the three lowest bidders or proposals meeting the district's requirements Proposal Evaluation Team Determinations. The Proposal Evaluation Team will review the scores and costs and make a determination within the three lowest bidders or proposals meeting the district's requirements Contract Award Process The RFP Coordinator will submit the Proposal Evaluation Team determinations and scores to the Business Contracts Office for consideration along with any other relevant information that might be available and pertinent to contract award.

23 The Business Contracts Manager, in consultation with legal counsel and/or the Vice President for Administration, will determine the apparent best-evaluated Proposal. To effect a contract award to a Respondent other than the one receiving the highest evaluation process score, the RFP Coordinator must provide written justification and obtain the written approval of the Chief Business Officer The District will issue a Notice of Intent to Award identifying the apparent best-evaluated proposal at the time and date specified in the RFP Section II, Schedule of Events. NOTICE: The Notice of Intent to Award shall not create rights, interests, or claims of entitlement in either the Respondent with apparent best-evaluated proposal or any other Respondent The Respondent identified as offering the apparent best-evaluated proposal must sign a contract drawn by the District pursuant to this RFP. The contract shall be substantially the same as the RFP Attachment A., Pro Forma Contract. The Respondent must sign the contract by the Contractor Signature Deadline detailed in the RFP Section II, Schedule of Events. If the Respondent fails to provide the signed contract by this deadline, the District may determine that the Respondent is non-responsive to this RFP and reject the proposal Notwithstanding the foregoing, the District may, at its sole discretion, entertain limited negotiation prior to contract signing and, as a result, revise the pro forma contract terms and conditions or performance requirements in the District's best interests, PROVIDED THAT such revision of terms and conditions or performance requirements shall NOT materially affect the basis of proposal evaluations or negatively impact the competitive nature of the RFP and contractor selection process If the District determines that a proposal is non-responsive and rejects it after opening Cost Proposals, the RFP Coordinator will re-calculate scores for each remaining responsive Cost Proposal to determine (or re-determine) the apparent best-evaluated proposal. 1. As the party responsible for submitting the RFP, I have read and understand the EVALUATION AND CONTRACT AWARD. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? no XV. ATTACHMENT A - Pro Forma Contract and Statement of Work. Point Value: 0 ATTACHMENT A - Pro Forma Contract ATTACHMENT A - Statement of Work

24 1. As the party responsible for submitting the RFP, I have downloaded, read, and understand the ATTACHMENT A - Pro Forma Contract and Statement of Work. Priority: 0. Response Type: Choose from a list. Yes/No. Comment? yes