INDEPENDENT SCHOOL DISTRICT 834. Stillwater Area Public Schools

Transcription

1 INDEPENDENT SCHOOL DISTRICT 834 Stillwater Area Public Schools REQUEST FOR PROPOSAL COMPREHENSIVE FEE MANAGEMENT SYSTEM October 2013

2 TABLE OF CONTENTS SECTION I GENERAL INFORMATION INTRODUCTION RFP QUESTIONS BACKGROUND/PURPOSE SECTION II SCOPE OF PROGRAM SECTION III PROGRAM REQUIREMENTS INTERFACE REQUIREMENTS INFRASTRUCTURE AND TECHNICAL SPECIFICATIONS INTEGRATION AND REPORTING EFFICIENCY FUNCTIONALITY SECTION IV PROPOSAL PROPOSAL PREPARATION SOLUTION PROPOSAL VENDOR OVERVIEW CAPABILITY TO PERFORM PROJECT SPECIFIC TEAM APPROACH COST PROPOSAL PROPOSAL DEADLINE SECTION V EVALUATION SECTION VI PROJECT TIMELINE ATTACHMENT A LIST OF SUPPORTED OPERATING SYSTEMS AND BROWSERS ATTACHMENT B PROPOSAL SIGNATORY/INFORMATION FORM /9/2013 1

3 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 South Greeley Street Stillwater, MN [email protected] (preferred method of contact) Phone: (651) 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. 10/9/2013 2

4 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 hardware by the district 10/9/2013 3

5 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 10. Ability to send automated and manual payment notices 10/9/2013 4

6 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 District Client 1. Secure 1. Secure for use of cards by end user 2. External help desk support 2. Directions are clear, use of NEXT tabs are 3. Integrates with other District data bases to apparent include student information and finance 3. Allows user to register and pay fees, and systems make donations in person and online 4. Cash management system that accepts a. POS at door or gate with debit/credit Cash, Check, Credit Card, partial payment card (card swipe ability) and recurring (bi)monthly payments b. POS at office with debit/credit a. Allows use of Sliding Fee Scale for fees card/cash/check b. Allows for reduced fees, c. Online ticket presale for events to scholarship/free fees based on Free include seat selection and Reduced lunch data for student 4. Performs refund process specific to and household department procedures c. Allows override of Free/Reduced 5. Allows for inclusion of electronic signature recognition (Field trip permission, athletic participation d. Ability to refund or to hold credit on permission, signed agreements, account membership) e. Allows for multiple refund policies and 6. Use of active document with ability to type scenarios based on department into forms, save and send parameters 7. Provides immediate proof of f. Allows for wait list capabilities and approval/confirmation/receipt of holds credit card information, see submission with ability for immediate print 5. Allows for class planning/event set up or client receipt of confirmations 6. Allows for recording of parent permission 8. Available in more than one language to verify Free & Reduced meal status 9. Browse capability include links to 7. Allows for user access to be set up with documents, picture, and video multi-level log in permissions 10. Maintains current capabilities 8. Ability to confirm electronic signature 11. Capable of sending end user a payment 9. Tracks all district users modifying notice/bill via e mail transactions (audit at user level for 12. Opt-in Free & Reduced consideration changes to records) 10. System should have dynamic form builder 10/9/2013 5

7 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 addresses, etc.) 16. Electronic sign-in and out 17. Ability to de-duplicate multiple accounts 10/9/2013 6

8 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 Athletics Client 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 low balance notice District 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. 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 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 10/9/2013 7

9 Transportation Client District 1. Ability to identify if the user qualifies for the 1. Various forms of registration to be used service 2. Ability to coordinate information with various sources and data bases 3. Multiple layers of approval for information entered for public viewing and use 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 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 s will be accepted Deliver to: Lynne Ritzer, Supervisor of Finance Independent School District South Greeley Street Stillwater, MN /9/2013 8

10 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 implementation Where 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. 10/9/2013 9

11 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, Proposals received after the stated time will not be opened or considered. 10/9/

12 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, :00 p.m. CDT Proposal Presentations January, 2014 Committee Recommendation February, /9/

13 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 10/9/

14 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 10/9/

15 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 Employer s Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease Automobile Liability State Statutory Limits $100,000 each accident $500,000 policy limit $100,000 each employee $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. This signatory/information sheet shall begin the proposal. 10/9/