Classrooms and Events Scheduling with Facilities Allocation System 20-03-25-09

Agency: State Government of Delaware
State: Delaware
Type of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
  • R - Professional, Administrative and Management Support Services
Posted: Mar 5, 2020
Due: Apr 22, 2020
Publication URL: To access bid details, please log in.
Bid Solicitation Details
Bid Status Details
for
Classrooms and Events Scheduling with Facilities Allocation System 20-03-25-09,
DSU20032509-CES
Solicitation Ad Date 3/5/2020
Deadline for Bid Responses 4/22/2020 at 3:00 p.m. Local Time
Supporting Documents RFP - Professional Services
Overview
Contact Information zchaudhry@desu.edu

Attachment Preview

Delaware State University
Delaware State University
Request for Proposal
Classrooms and Events Scheduling with Facilities Allocation System
Contract No. 20-03-25-09
Bid packets must be received by: 3:00pm of April 22, 2020
Delaware State University, Office of Contracts and Data Administration
Room Number 301, Dr. Claiborne D. Smith Administration Building, 3rd Floor
Attention: Zafar Chaudhry, Associate Vice President
1200 North DuPont Highway
Dover, DE 19901-2277
Point of Contact
Zafar Chaudhry, Associate Vice President
Phone. (302) 857-7852
Email: zchaudhry@desu.edu
RFP for Classrooms and Events Scheduling with Facilities Allocation System - Contract No. 20-03-25-09
Delaware State University
ALL VENDORS:
The enclosed packet contains a "REQUEST FOR PROPOSAL" for the contract listed on cover page. The proposal
consists of the following:
I. Purpose and Background
II. Scope of Work/ Services
III. Format For Proposal/ Required Information
IV. Professional Services RFP Administrative Information
V. Proposal Evaluation
VI. Pre-Bid Meeting
VII. Definitions and General Provisions
VIII.
Proposal Reply Section – Response/ Bid Submission Form
Attachments:
1) Non-Collusion Statement
2) Exceptions
3) Confidentiality and Proprietary Information
4) Business References
5) Subcontractor Information Form
6) Bid/ Pricing Sheet/ Bid Quotation
Appendix(s):
A. Scope of work and technical requirements
B. Cyber Responsibilities, Liability and Insurance
In order for your proposal to be considered, the Proposal Reply Section shall be executed completely and
correctly including but not limited to all attachments and bid submission form.
Please review and follow the information and instructions contained in the General Provisions and this Request for
Proposal (RFP).
Bidder bears the risk of incomplete response, late delivery or delivery at wrong location of the University other
than specified in this RFP.
Each proposal must be submitted with one original paper copy and one electronic copy on USB memory
stick. For your electronic response, there should not be more than two files in total and the aggregate size
of your response including all files should not be more than 5 megabyte.
There will be NO mandatory pre-bid meeting.
Bid bond requirement for this RFP has been waived.
The term of the contract between the successful bidder and the University shall be for Three (3) years. There is an
option (if needed) to renew the contract for additional terms of one to three years each.
RFP for Classrooms and Events Scheduling with Facilities Allocation System - Contract No. 20-03-25-09
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Delaware State University
I.
Purpose
Delaware State University’s (hereinafter referred to as DSU or University) is seeking Proposals from
qualified firms to provide software that can automate Classrooms and Events Scheduling with
Facilities Allocation.
The contract for this RFP will be awarded to the vendor who best meets the needs of the University. This
request for proposals (“RFP”) is issued pursuant to 29 Del. C. §§ 6981 and 6982.
Background
University is replacing a home-grown system developed over the several years. University is looking
for some software to manage the scheduling of general assignment classrooms for campus
academic classes and special events. The system must be able to manage the scheduling of
classrooms and facilities spaces. In addition, the software must be able to create reports about the
utilization of classrooms for classes and events. It is also preferred that the software include an
optional module to support the management of instructional and technical equipment installed in or
delivered to classrooms.
About Delaware State University
Delaware State University (DSU) is located in Dover, Delaware and has a long and proud history as one of
America’s Historically Black Colleges and Universities (HBCUs). It has a blend of both long-standing
traditions and growing diversity. Founded in 1891 as the State College for Colored Students, DSU takes
pride in its heritage as one of the country’s first land-grant educational institutions, rooted early on in
agriculture and education. Our current population includes a 65 percent African-American enrollment and an
increasing number of Caucasian, Hispanic, Asian and other international students.
With a changing world comes a changing campus, and DSU prepares its students for the global challenges
of the new millennium and beyond. The University is a welcome center for learning for people from many
cultural backgrounds who speak several different languages and dialects. DSU is a melting pot for education,
and after graduation—wherever life takes them—our students are truly “making their mark on the world.”
For more information about University, please visit us at https://www.desu.edu/
Schedule of Events
The following dates and milestones apply to this RFP and subsequent contract award. Vendors are advised that
these dates and milestones are not absolute and may change due to unplanned events during the bid proposal
and award process.
Deadline for Questions
March 25, 2020 at 10:00am local time
RFP for Classrooms and Events Scheduling with Facilities Allocation System - Contract No. 20-03-25-09
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Delaware State University
Response to Questions Posted by
Deadline for Receipt of Proposals
Contractor Selection Date
Anticipated Contract Start
April 08, 2020
April 22, 2020 at 03:00pm local time
TBD
July 01, 2020
* Each date subject to change. Times listed above are local time in the State of Delaware.
Note: All questions shall be in writing and submitted via email to Zafar Chaudhry at zchaudhry@desu.edu
Questions should be submitted in the following format. Deviations from this format will not be accepted and
entertained.
Section number
Paragraph number
Page number
Text of passage being questioned
Questions not submitted electronically shall be accompanied by a USB memory stick and questions
shall be formatted in Microsoft Word. USB containing questions must be received prior to the deadline by the
University’s designated contact person.
Each proposal must be accompanied by a transmittal letter which briefly summarizes the proposing firm’s
interest in providing the required professional services. The transmittal letter must also clearly state and
justify any exceptions to the requirements of the RFP which the applicant may have taken in presenting the
proposal. (Applicant exceptions must also be recorded on Attachment 2). The proposal must be submitted
to:
Delaware State University, Office of Contracts and Data Administration
Room Number 301, Dr. Claiborne D. Smith Administration Building, 3rd Floor
Attention: Zafar Chaudhry, Associate Vice President
1200 North DuPont Highway
Dover, DE 19901-2277
The Delaware State University reserves the right to deny any and all exceptions taken to the RFP
requirements.
PREBID MEETING
No Pre-Bid Meeting will be held for this Request for Proposals.
II.
Scope of Work/ Services
The Vendor(s) shall provide all equipment, materials, software, and labor to supplement the University’s need
for this contract as described herein in Appendix A. The contract will require the Vendor(s) to cooperate with the
University to insure the University receives the most current state-of-the-art material and/or services.
RFP for Classrooms and Events Scheduling with Facilities Allocation System - Contract No. 20-03-25-09
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Delaware State University
III. Format for Proposal/ Required Information
Unless specified in the scope of work, the following information shall be provided in each proposal in the
order listed below. Failure to respond to any request for information within this proposal may result in
rejection of the proposal at the sole discretion of the University.
A. Minimum Requirements
1) Provide Delaware license(s) and/or certification(s) necessary to perform services as identified
in the scope of work.
2) Vendor shall provide responses to the Request for Proposal (RFP) scope of work and clearly
identify capabilities as presented in the General Evaluation Requirements.
3) Complete all appropriate attachments, bid submission forms, etc. as identified within the
RFP.
4) Proof of insurance and amount of insurance shall be furnished to the Delaware State University
prior to the start of the contract period and shall be no less than as identified in the bid solicitation,
insurance section.
B. General Evaluation Requirements
The Evaluation Committee will judge the merits of proposals received in accordance with the criteria
described. The objective of the Evaluation Committee will be to recommend the bidder who is most
responsive to the needs of Delaware State University. The specifications within this RFP represent the
minimum performance necessary for response. The evaluation committee will forward a
recommendation to the Associate Vice President for Contracts and Data Administration for approval and
issuance of a Notice of Intent to Award.
PROPOSAL FORMAT AND CONTENT
Proposal Information and Criteria
The following specific items must be addressed in the proposal along with all attachments listed of this
proposal. Vendors should read carefully and address completely in order listed to facilitate the University’s
review committee of the proposals.
Proposals shall be organized into the sections identified below. The content of each section is detailed in the
following pages. It is strongly suggested that Offerors use the same numbers for the following content as are
used in the RFP.
Transmittal Letter
Executive Summary and Proposal Overview
Signed Authentication of the Proposal including attachments, bid submission form, etc.
Items listed in the following table in the evaluation criteria and scope of work.
Transmittal Letter
RFP for Classrooms and Events Scheduling with Facilities Allocation System - Contract No. 20-03-25-09
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